Employee Health Services Cloud Based System

The Vendor is required to provide an EHS Software as a Services cloud based solution (System) that will be all-encompassing for EHS management/maintenance of employee health records to provide for medical surveillance and will enable/provide management tools/systems that will allow compliance with EHS programs and policies.
- The System will be supporting approximately 5,000 employees: along with historical files/data for Fire workforce members (WFM) (both current and former WFMs).
- System must have ability for a work force member to be loaded with multiple job categories and work locations.
- System must have the ability to make an addendum (late entry/editing documentation for a prior date of service) to all aspects of the WFM records, including health records.
- System must have a WFM module and portal that will be available and allow Fire WFM to self-schedule appointments, complete forms, and view unrestricted results (i.e., lab or radiology results).
- System must have a Supervisor portal to track compliance and trends with WFM per department and division (within the department).
- System must allow for restricted views for identified staff and user groups from highly sensitive lab and radiology results (i.e., supervisor will not see chest X-ray of WFM).
- System must have the functionality to monitor and track Personal Protective Equipment (PPE) surveillance. This will include documenting the specific PPE that job duties require for use.
- System must have medical surveillance (including tracking and charting) programs for immunizations and seasonal flu immunizations and include compliance reporting/ Network reporting which must contain templates and autofill.
- System must have an alert notification that would be triggered based on a medical surveillance incident and displayed in the surveillance incident and displayed (in the System) with a color identifier for the visual notification.
- System must have the functionality for infection prevention exposure auto email and text notification with tracking of when the notifications were sent out and when WFMs responded.
- System must have current Vaccination Information Statement (VIS) hyperlinked to all vaccinations and auto fill date in medical sheet (also known as immunization log or medication administration record).
- System must have ability to auto populate fields/data on forms and questionnaires based upon selections and demographics.
- System must have electronic approvals documenting who approved with date/time stamp for all forms and questionnaires that require signatures.
- System must have the functionality to identify forms started in the System and not completed; and flag them as incomplete.
- System must have the ability to customize forms for all services including medical surveillance, blood exposures, communicable disease exposures, including tuberculous, COVID, measles, etc.
- System must allow for configurable workflows. The System must document the approval of all workflows and forms; along with the date/time that they were approved.
- System must maintain a record (i.e., audit trail) of all changes made to data in the system, including both system-initiated changes and user-initiated changes.
- System must have the ability to specify functional roles and control access by role to: Database, Module, Field, Inquiry, Report, Approval, Transaction, Table, User Site (i.e., location) across all functional areas.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 16, 2025