Safety Management System

The Vendor is required to provide for the supply, implementation, configuration, training, and ongoing support of a comprehensive cloud-based Safety Management System (SMS).
- Solution must provide an integrated platform to support incident reporting and investigation, corrective action management, compliance tracking, safety inspections, training and certification management, contractor management, analytics and reporting, and mobile/offline functionality.
- The objective of this procurement is to replace existing fragmented and manual safety processes with a centralized enterprise solution that improves regulatory compliance, enhances operational efficiency, strengthens risk management, and supports a proactive safety culture across all City departments.
- System will enable the City to:
• Improve regulatory compliance and reporting obligations
• Enhance incident and claims management processes
• Strengthen risk management and reduce organizational exposure
• Support data-driven decision-making through real-time reporting and analytics
• Promote a proactive and consistent safety culture across the organization
- The system is intended to modernize and standardize the City’s safety-related processes, including:
• Incident and hazard reporting
• Investigations and corrective actions
• Contractor safety management
• Inspections and audits
• Training and competency tracking
• Compliance monitoring and reporting
• Data analytics and executive reporting
- Solution must provide a centralized, secure, and configurable platform to support workplace health and safety management across all municipal departments and operations.
- Solution must support a scalable, mobile-friendly, and user-focused environment that promotes proactive safety management, regulatory compliance, operational efficiency, and continuous improvement across the organization.
- The system will support key functional areas including:
• Incident and event reporting and investigation
• Case and claims management
• Contractor safety management
• Inspections and audits
• Training and competency tracking
• Knowledge and document management
• Reporting, dashboards and analytics
- Responsible for:
• Project planning and implementation
• System configuration and deployment
• Integration with existing City systems, including Infor and ADP
• Data migration (where applicable)
• Testing and user acceptance support
• Training of administrators and end users
• Ongoing support and maintenance
- Core Functional Requirements
• Centralized platform for managing safety-related activities across departments
• Incident and event reporting, including:
• Injuries, near misses, hazards, and property damage
• Vehicle collisions and environmental incidents
• Workplace violence, harassment, and public incidents
• Mobile-friendly incident reporting with minimal data entry
• Configurable workflow for approvals, escalation and notifications
• Investigation management including:
• Root cause analysis tools (e.g., 5 Whys, Fishbone)
• Corrective action tracking and follow-up
• Supporting documentation and attachments
• Post-injury case management
• Contractor management including:
• Prequalification and compliance tracking
• Orientation and incident tracking
• Contractor performance evaluation
• Inspection and audit functionality including:
• Configurable forms and checklists
• Mobile inspections with geo-tagging
• Deficiency and corrective action tracking
- User Experience & Accessibility
• Mobile-first and responsive design
• Simple and intuitive user interface
• Ability to submit incidents quickly with minimal data entry
• Support for photo capture
• Offline capability allowing users to access, capture and store data while working in areas without cellular or internet connectivity, with automatic synchronization once connectivity is restored.
• Compatibility with desktop, tablet, and mobile devices.