Asbestos Reporting and Compliance Management System

The Vendor is required to provide for software designed specifically to support asbestos reporting and compliance management.
- This system served as the District’s primary repository for asbestos inspection data, management plan records, condition assessments, response actions, and other compliance documentation required under federal regulations.
- The Microsoft Access–based system is no longer viable as a long-term compliance solution due to changes in District technology standards and support capabilities.
- Specifically:
• The District no longer provides enterprise-level technical support or lifecycle management for Microsoft Access databases.
• The system relies on outdated desktop technology that does not align with current cybersecurity, data protection, audit, or system resiliency standards.
• Ongoing maintenance and modification of the database is constrained by limited technical support resources and diminished institutional knowledge.
• The legacy platform does not support modern system integrations, scalable reporting, or enhanced data accessibility needed for current operational demands.
- The new program is intended to replace the District’s unsupported legacy Microsoft Access database while preserving historical compliance records, supporting ongoing operational needs, and ensuring the District’s ability to demonstrate regulatory compliance in a consistent, accurate, and auditable manner over the long term.
- The Asbestos Hazard Emergency Response Act (AHERA) Compliance Management System will support multiple stakeholder groups, including but not limited to:
• Environmental Health and Safety (EHS) staff responsible for AHERA program oversight
• Facilities and Maintenance personnel who access asbestos data during routine work, renovations, or emergencies
• Capital Projects and Planning staff requiring asbestos information for construction, demolition, or major renovations
• School administrators requiring access to management plans or notifications
• Regulatory agencies conducting audits or compliance reviews
• External consultants or inspectors performing asbestos-related services on behalf of the District
- System Implementation
• Design, configuration, and deployment of an AHERA compliance management system suitable for enterprise-level use.
• Alignment with District technology standards, security requirements, and data governance practices.
- Data Migration
• Migration of historical AHERA data from the existing Microsoft Access database and related data sources.
• Validation of migrated data to ensure completeness, accuracy, and regulatory integrity.
- Compliance Functionality
• Management of asbestos inspections and re-inspections
• Tracking of asbestos-containing and assumed asbestos-containing materials
• Documentation of condition assessments and response actions
• Storage and maintenance of asbestos management plans
• Record retention and reporting necessary to demonstrate compliance
- Reporting and Documentation
• Generation of standard and customizable reports required for internal oversight and regulatory compliance.
• Support for audit reviews and regulatory inquiries.
- Security Requirements
• Authentication using SAML or OIDC-based Single Sign-on (SSO)
• Data at rest encryption (if cloud-based) for SPS data
• Ability for designated SPS staff to control access within the application, or access control using Active Directory or Azure groups
• Immediate notification of breach to vendor’s systems, data and/or domain
• Notification of degradation of service to vendor’s systems, data and/or domain
• Performs regular patching and vulnerability scans against application server and underlying infrastructure. Critical patches within 30 days (if cloud-based)
• System has a defined storage backup and recovery process, including content and configuration settings
• User access to the client application accomplished via web browser or client software from user's machine, not a Remote Desktop session into a central server
• Any integrated mail functionality supports Modern Authentication (OAuth2) to properly integrate with M365/Exchange Online.