Occupational Health and Safety Management Platform

The Vendor is required to provide a comprehensive Occupational Health and Safety (OHS) Management Platform for the Security & Risk Management department including platform licensing, implementation, training, and ongoing support and maintenance.
- The objective of this project is to implement a centralized digital platform to support the management of occupational health and safety activities such as incident reporting, inspections, audits, chemical management, and training compliance.
- The platform will improve visibility into safety risks, corrective actions, and compliance activities across the College.
- Objective:
•    Platform license - Unlimited users with configurable role-based access (administrators, staff, students, contractors, etc.).
•    Implementation and onboarding - Configuration to meet agency requirements, including integration with agency Single Sign-On (SSO) via Azure Entra ID, setup of user roles, campuses, permissions, and initial system configuration.
•    User training – four (4) hours for administrative users, covering system navigation, incident reporting, inspections, audits, SDS management, workflows, and other core functions. Training may be delivered virtually or on-site.
•    Technical support - Acknowledgement or response to support requests within 24 hours during business days (Monday–Friday PST).
•    Ongoing maintenance - Software updates, security patches, and new features releases.
- Incident, Inspection and Audit Management
•    Allow users to report incidents and hazards.
•    Allow tracking of investigations and corrective actions through to resolution.
•    Allow departments to submit, manage, and track inspection reports for facilities, equipment, work areas, and safety practices.
•    Allow creation, scheduling, management, and tracking of audits.
- Workflow and Form Management
•    Allow creation of customizable workflows and digital forms, including support for conditional logic, to support configuration of workflows for key OHS processes such as incident reporting, inspections, audits, corrective actions and compliance tracking.
- Safety Data Sheet (SDS) and Chemical Management
•    Provide access to a Safety Data Sheet (SDS) database containing a minimum of 40,000 SDS records.
•    Allow users to search, retrieve, and store SDS records.
•    The platform should support maintaining current SDS records through updates from manufacturers, recognized authoritative sources, or integrated SDS database providers.
- Contractor Compliance and Permit Management
•    Support contractor compliance management.
•    Provide a digital permitting system with configurable approval workflows.
•    Allow management of hot work permits (e.g., welding, cutting).
•    Allow management of confined space entry permits and associated safety checklists.
- Training and Compliance Management
•    Allow assignment, tracking, and reporting of safety training and certifications.
•    Maintain centralized and auditable training records.
- Emergency Management
•    Allow departments to create, manage, and maintain emergency plans and related management systems.
- Reporting and Notification
•    Allow users to generate reports on incidents, inspections, corrective actions, and training compliance and other activities.
•    Allow exporting reports in common formats (PDF, Excel, CSV).
•    Allow configurable notifications and alerts for incidents, inspections, corrective actions, permit approvals, training expirations and other related activities via email or in-platform alerts.
- The platform must be provided as a Software as a Service (SaaS) cloud-based solution.
- The platform must support mobile devices (smartphones or tablets) and allow users to at least conduct inspections, report hazards or incidents and manage safety audits.
- The platform must perform automated backups at a minimum of once daily and backups must be retained for a minimum of four (4) weeks.
- The platform must maintain audit trails that record system activities and user actions, including user login/logout events, record creation, record modification, and record deletion. Audit logs must be retained for a minimum of twelve (12) months.