Electronic Licensing Management Software

The vendor required to provide electronic licensing management software (ELMS) system, implemented in 2017, lacks essential functionality such as real-time reporting, trend analysis, and integration capabilities.
- Requirements
1. Account management
•    Operators must be able to create an ELMS account online with their state organization account.
•    The system must manage the full lifecycle of operator accounts, including review, approval, updates, deactivation and reactivation, and parent and child account relationships.
2. Licensing administration and management
•    Online license and unit applications.
•    Internal user capabilities to create, view, edit, and deactivate and reactivate licenses.
•    Advanced search and filtering using all relevant data fields.
•    Ability to generate operator licensing documents for digital signature.
•    Automated generation of digital licenses and business correspondence.
•    Operator access to application status and issued licenses.
•    Maintenance of associations between operator licenses, stations, and units.
3. Reportable incidents management
•    The system shall provide the capability to manage critical or reportable incidents (RIS) involving service disruption, severe harm, or death. 
•    The system must support a comprehensive process for managing RIS, starting from intake to resolution.
o    Operators should be able to submit RIS through the system for services specialists to review and triage.
•    Internal users should be able to determine the appropriate course of action for investigating and resolving the incident.
4. Documents and information management
•    All documentation related to licensing, compliance, monitoring, and enforcement including insurance, complaints, incidents, and investigations should be stored within the system. 
•    These documents will be categorized as either official or transitory, with retention status based on government policy and internal operating procedures.
5. Complaints management
•    Internal users can initiate a complaint within the system, examples of which could include complaints regarding service provision, patient care, vehicle safety or licensing, and should be able to communicate with the external complainant via a secured messaging platform.
•    Internal users have the capability to scrutinize incoming complaints and accompanying evidence. 
•    They would ascertain if the complaints aligned with the legislative compliance unit (LCU) criteria or refer them to another governmental or collateral authority entity for further investigation or assistance.
•    The system shall provide capabilities to intake complaints, log the investigation of progress and status.
6. Collision reporting management
•    The system shall allow users to manually enter information of a collision report, import collision report data from the pdf forms, to attach safety inspection report to the application. 
•    The system shall allow users to attach media files to the report. 
•    The system can incorporate data from the province’s collision reporting process.
7. Inspection management
•    To create a new site inspection appointment, including picking an inspection date and assigning a specialist. 
•    To enter unit inspection results manually to the system or import unit inspection results from the electronic forms to the system. 
•    To attach safety inspection report to the application to attach documents or media files to the inspection summary.
•    To produce a deficiency report from inspection result filter by criteria such as date range, operator, deficiency type, etc.
•    To issue deficiency reports to operators to view when needed. 
•    The system must include a tracking mechanism for issued non-compliances to follow-up on outstanding contraventions.

- Questions/Inquires Deadline: February 18, 2026