Safety Management Software

The Vendor is required to provide a standard safety management software system to have one unified SMS for use for all City departments to increased efficiency, improvements in data and compliance, improved accessibility and increased capacity across the organization.
- Utilization of a safety management software would alleviate complicated compliancy efforts, increased administrative effort and limited access to incident data.
- Admin Features
•    Ability to create, assign, and manage safety incidents, near misses, hazards, and observations
•    Ability to customize workflows for incident investigations based on risk level
•    Ability to assign roles and permissions (e.g., facilitator, reviewer, safety manager, department head)
•    Support for risk-ranking tools and configurable incident severity levels
•    Ability to document and assign corrective actions with due dates and follow-up tracking
•    Ability to manage safety inspections and audits (create checklists, assign, track, and escalate)
•    Configurable dashboards by role (e.g., executive view, supervisor view, safety team view)
•    Bulk import of existing incident data
•    Export capability of all data in usable format in the event of vendor transition
•    Support for attaching documents, photos, and videos to any record
•    Failover support for critical workflows
•    Offline mode for mobile incident or inspection capture
- Integration Features
•    Integration with SAP
•    Integration with ServiceNow
•    API and flat file capabilities for data transfer to business intelligence tools and data lake (e.g., Tableau, Snowflake)
•    Microsoft 365, Teams, and SharePoint Online integration (for document linking and access control)
•    Calendar integration for safety events, inspections, corrective action due dates, and training
•    Notification & Workflow Features
•    Automated notifications for overdue corrective actions, incident escalation, and approvals
•    Configurable email and in-system alerts based on user roles and action status
•    Automatic reminders for periodic inspections, observations, and program reviews
•    Ability to send reminders for follow-up evaluations after corrective actions are implemented
•    Ability to trigger notifications based on key data (e.g., high-risk hazard, multiple reports in area)
- Reporting & Analytics Features
•    Custom and ad hoc report generation across all safety modules (incident, inspection, audit)
•    Dashboards with real-time KPIs (e.g., TRIR, DART, near miss ratio, corrective action closure rate)
•    Exportable trend analysis and heat maps by department, location, or hazard type
•    Ability for supervisors and department admins to run reports for their teams
•    Report scheduling and automated distribution
•    Secure data structure with audit history and permission-based report access
•    Post-incident learning summaries
- User Interface Features
•    Intuitive, mobile-friendly interface for field use
•    Accessibility features to meet WCAG 2.1 AA standards
•    Ability to capture voice dictation and photo evidence on mobile inspections or incidents
•    Ability for users to submit anonymous hazard reports or safety concerns
•    Customizable user dashboard and navigation based on job role
•    Feedback capture from users after incident resolution or audits.
•    Voice-to-text transcription  
•    Multi-language interface support 
- Future Expansion
•    The proposed Safety Management Software should be capable of supporting future functional expansion beyond the initial implementation of the requested features above. Provide information on your systems ability to meet the City’s expansion goals.
- General Expansion Goals
•    The system supports the addition of new functional modules through configuration or licensing, without loss of existing data or interruption to system availability.
•    Future module deployments allow for shared access to common data elements (e.g., employee records, locations, assets, organizational structure) to ensure data consistency and eliminate redundant data entry.
•    Any additional modules operate within the same user interface and login environment as the initial implementation to maintain a consistent user experience.
•    Security roles and permissions established during the initial implementation extend to new modules without redesign.
•    The system allows for incremental licensing to enable phased rollout of new modules to selected users or departments.
- Examples of Potential Future Modules
•    The City may consider the following modules for future expansion. The vendor should confirm if these or similar modules are available within the proposed solution:
•    Industrial Hygiene – Exposure monitoring, sampling data management, and regulatory compliance tracking.
•    Job Safety Analysis (JSA) / Job Hazard Analysis (JHA) – Risk assessment workflows, hazard libraries, and control verification.
•    Permit to Work – Electronic permitting for confined space entry, hot work, line breaking, and other high-risk activities.
•    Audit and Compliance Management – Complex audit scheduling, checklists, and compliance program tracking.
•    Contractor Management – Contractor qualification, onboarding, and performance tracking.
- Hazard Identification Reports
•    Track reported hazards across departments or locations.
•    Include severity ratings, frequency, and potential impact.
- Risk Assessment Reports
•    Risk levels before and after controls are applied.
•    Likelihood vs. consequence matrices.
- Incident and Accident Reports
•    Detail events, root causes, and corrective actions.
•    Trends over time (e.g., increase in near-misses).
- Safety Performance Indicators (SPIs)
•    Metrics like injury rates, equipment failures, or compliance scores.
•    Compare actual performance against safety objectives.
•    Early detection of declining safety trends.
- Corrective Action Tracking
•    Status of corrective actions (open, closed, overdue).
•    Responsible parties and deadlines.
- Audit and Evaluation Reports
•    Summarize findings from internal or external safety audits.
•    Highlight non-conformities and areas for improvement.
- Training and Competency Reports
•    Track completion of safety training programs.
•    Identify gaps in employee qualifications or certifications.
- Trend Analysis Reports
•    Visualize safety data over time (e.g., heat maps, line graphs).
•    Detect emerging risks or recurring issues.
- Management Review Dashboards
•    Provide executives with a high-level overview of SMS performance.
•    Include KPIs, open issues, and strategic recommendations.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 08, 2025