Health and Safety Management Software

The vendor is required to provide health and safety management system (HSMS) software solution.
- System requirements
•    Be a cloud-based or hybrid deployment model;
•    Ensure that all data is stored and hosted;
•    Provide a mobile-friendly interface accessible from desktops, tablets, and smartphones (iOS and android), including offline functionality; 
•    Support role-based access and user authentication; 
•    Be capable of automated integration with existing town systems, such as microsoft 365 and the town’s human resource information system; 
•    Be modular and scalable to support future additions (e.g., training); 
•    Allow for workflow customization to support evolving legislative or organizational requirements; 
•    Enable fully automated, rules-based workflows across all modules to minimize manual data entry and human intervention, with the capability to dynamically trigger, route, and escalate tasks based on business logic and integration with existing systems; 
•    Adhere to data security, privacy, and retention policies aligned with the town’s standards, as.
- Functional requirements
•    Incident reporting and investigations - real-time incident entry, root cause analysis, and follow-up actions; 
•    Workplace inspections and audit management - customizable checklists, automated scheduling, and completion tracking; 
•    Hazard identification and risk assessments - risk rating tools, hazard libraries, and control measure documentation; 
•    Corrective action tracking - assignment of responsibilities, automated alerts, and status updates; 
•    Document and policy management - central repository with version control and controlled access; 
•    Compliance monitoring and notifications - automated alerts and notifications for overdue actions and inspections; 
•    Disability claims management – allow for the storage and tracking of claims related updates for claims under the following programs 
•    Dashboards, reporting, and analytics – provide real-time dashboards for supervisors and administrators; and generate standard and custom report; 
•    Optional and expandable module - ability to integrate or add other health and safety related modules (e.g., training) in the future.
- Implementation services
•    Project management throughout project lifecycle;
•    System configuration tailored to town workflows and reporting needs;
•    Development of training materials;
•    Delivery of training sessions to end-users, administrators, and joint health and safety committee (JHSC) members;
•    Support for go-live and initial post-launch stabilization.
- Budget: $32,000

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 04, 2025