The Vendor is required to provide safety management information system that is easy to use, flexible and scalable to meet the agency’s planned system operations across county. 
- Provide the agency tools to track, monitor, and manage the safety risk register to ensure we are prioritizing and focusing our resources on mitigating risks.
- SMiS system that can assist with the following functions:
•Incident Reporting and Tracking: Allows employees to report accidents, near misses, and unsafe conditions. The system helps track the status of reported incidents, investigations, and resolutions.
•Risk Management: Helps identify, assess, and mitigate potential risks. It can include features like hazard identification, risk assessments, and incident investigations.
•Compliance Management: Ensures that the organization complies with health, safety, and environmental regulations. It may involve tracking regulatory changes, audits, and inspections.
•Safety Award Tracking: Tracks employee safety award such as the one million miles driving completion for our coach operators.
•Reporting and Analytics: Provides data analysis and reports on safety performance, trends, and key metrics, helping managers make informed decisions to improve safety practices.
- Improve the management and transparency of Safety Data - Improving safety for all (saving lives and reducing injury)
- Reduce administrative and management costs – Centralize tools and reduce redundant technology to manage safety and risks holistically.
- Improve data quality – Improve access to primary data sources, reduce reliance on email and spreadsheets and minimize / eliminate errors and corruption from data transfer and replication.
- Incorporate business rules and processes into the new solution - Reduce reliance on “paper-based” processes, improve business efficiency. - Ability to allow all agency employees to report new incident, accident, or risk
- Ability to provide a web/mobile form to report incidents/accidents and risks
- Ability to auto assign unique ID to incidents/accidents/risk
- Ability to allow user to report any event anonymously
- Ability to provide a user-friendly interface for reporting incident/accident/risk
- Ability to provide a QR code to access the web forms
- Ability to allow user to classify incidents/accidents/risk with unlimited type of predefined incident/accident/risk category
- Ability to allow user to subcategorize incident/accidents/risk
- Ability to allow user to attach any format supporting documents (e. g., text, email, images, or videos)
- Ability to select multiple documents to upload to an incident/accident/risk
- Ability to store documents in the system
- Ability to provide a documentation management system which includes folder, sub folder structure, and file types
- Ability to associate the logged incident/accident/risk to the following:
•Data input by user
•Corresponding workflow
•Related documents
•Related form template
•Related forms
- Ability to associate the data input by user through the web form to corresponding incident/accident/risk logged in a system
- Ability to view and print location on the map
- Ability to save the coordinates/address in the location field of the related form
- Ability to auto populate the other corresponding forms based on data entered in the reporting form
- Ability to create a packet (i.e., all related forms) based on the incident/accident/risk type - Ability to store all the data prior to update made on forms
- Ability to mark on the diagram (e.g., body, vehicle)
- Ability to draw on the diagrams
- Ability to prepopulate the fields based on the incident type
- Ability to upload number of diagrams
- Ability to associate diagrams to custom forms
- Ability to save all the comments/updates in the document library of the incident/accident/ risk
- Ability to log pre-trip vehicle inspection form
- Ability to assign a due date by which response should be completed
- Ability to accommodate no due date for open-ended response
- Ability to incorporate different claim types
- Ability to store dollar amount paid out in claims
- Ability to add narrative to the case
- Ability to capture the decisions and follow-up assignments
- Ability to capture all the data related to an investigation (appeal, employee points, etc.)
- Ability to mark completed training as a corrective action
- Ability to create custom workflows specifically tailored to different incident types
- Ability to manually override workflow
- Ability to associate incidents/accidents/risks to multiple workflow
- Ability not to assign any workflow to the incident/accident/risk
- Ability to ties workflows to roles (i.e., not specific individuals), supporting delegation
- Ability to provide a SaaS, web-based, Vendor-hosted solution Must-Have
- Ability to provide web-based access for the following devices: desktops, laptops, tablets, and mobile devices
- Ability to support multi-factor authorization
- Ability to provide a single sign-on integration
- Ability to export the data in a different format
- Ability to provide solution availability 24 hours a day, 7 days a week, 365 days a year
- Ability to support API interface or integrate with the existing systems:
•People soft Human Capital Management (HCM)
•Trapeze Enterprise Asset Management (EAM)
•PeopleSoft Finance System, Bus stop Inventory module
•Origami Software (automated reporting to our insurance provider, WSTIP)
•Microsoft Office Suite
•3d Lidar scans: Polycam, Sitescape or similar
•The Agency uses Snowflake as our Data warehouse that retains different aspects of data. This may replace or supplement some of the integrations / interfaces, depending on the data needed and availability.
- Ability to provide a mobile application
- Ability to provide all the same features on the mobile application available as the web browser
- Ability to support mobile application on iOS and Android platforms
- Available in Google Play store and the App store
- Explain if firewall setting is required to access the system
- Ability to provide role-based access control for users and administrators
- Ability to create customized views for different user roles
- Ability to inactive/delete user account information while retaining historical information in already existing forms/reports
- Contract Period/Term: 1 year