Safety Data Sheet Management Solution

The vendor is required to provide safety data sheet (SDS) management solution to support the city’s compliance with applicable occupational health and safety legislation.
- The successful proponent will be responsible for delivering and supporting a platform that includes:
•    Centralized SDS management and search functionality;
•    Regular regulatory updates and maintenance;
•    Technical support services; and
•    Training for end users and administrators.
- SDS solution requirement
•    Worker permission level to view all SDS, can view all worksite and location libraires and request new SDS to be added, print SDS, print SDS QR and quick access codes, print workplace labels.
•    Worksite and department administrator can view all SDS, can view all worksite binders, permission to add new to system SDS, can add existing SDS in system to worksite binder, can delete SDS from worksite binder, can print SDS, can print QR codes, can print labels, can add work procedures and document to SDS in system
•    The system allows for unlimited users, without limits to how many can access at a time.
•    They system has a super-administrator permission level that has all the access of the worker and administrator role, with the addition of assigning administrator roles.
•    Notification to administrators when a new SDS is added to their worksite and location library.
•    Notification alerts to administrator and super-administrator for SDS revisions, updates, and regulatory updates.
•    Customized reporting both scheduled and ad hoc.
•    Customizable automatic SDS information extraction for product specific training.
•    External vendors can upload SDS for administrator approval.
•    External emergency services can access SDS with one step process.
•    All tags and labels and fields in inventory are customizable.
•    Provide a confirmation email for successful electronic uploads.
•    Central SDS repository can be sorted by worksite and location, by ingredient, by manufacturer, by hazard, by SDS expiry date.
•    Natural language processing search function with advanced search functions and filters.
•    System allows for unlimited worksite and location libraries.
•    system prevents duplicate SDS's from being added.
•    System must allow the same SDS to show in multiple worksite and location libraries.
•    Libraires must be available off line.
•    Include date and time stamp for the receipt of each SDS addition request.
•    Print function - per sheet or by library.
•    Customizable inventory lists (add or hide fields) that can be exported and printed.
•    Individual user to identify favorite libraries to show at log-in.
•    30 years archival of obsolete SDS's at no extra cost.
•    Printable QR code generation for each SDS.
•    Ability to link city of saskatoon documents to SDS in system, such as safe work procedures and safe work practices.
•    Ability to add extra identifiers to SDS such as internal material master data identifier.
•    Individual risk assessment for each product.
•    Product comparison tool to find safer alternatives.
•    Content and interface are whims specific.
•    Content and interface comply with the most recent occupational health and safety regulations.
•    System notifies of EPA requirements for reporting, spills, and discharges.
•    Adherence to the hazardous products regulations.
•    Health information on product specific ingredients is provided.
•    System can search external manufacturers and vendors to find and add SDS's.
•    Automated search for updated SDS's at a set frequency of no longer than 6 months.
•    Newly added SDS's are viewable in less than 5 minutes.
•    The ability to track statistics on users, how many times each SDS was accesses, number of outdated SDS's in the system.
•    Provide online self-guided training and instructions for users.
•    Allows for 24/7/365 access to system.
•    Barrier free access.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 10, 2025