This Request for Proposals is for the provision of tools and services (Solution) to allow the University of Ottawa the ability to evaluate and manage its supplier’ maturity and compliance as it pertains to Health & Safety (H&S) in the workplace.
The University of Ottawa requires a web based Solution to evaluate and track the University’s current and future supplier’s Health and Safety management systems. The Solution must include the services of a 3rd party provider to help manage vendor non-compliance and provide opportunities to suppliers to improve their health and safety capabilities. In addition, the Successful Proponent will be required to provide the University of Ottawa’s end-users with training in how to use the Solution.
Proponents may be required to demonstrate and prove the functionality of requirements identified as off the shelf during the live demonstration proof of concept exercise. In addition, if customization is required, Proponents are to indicate how many rough hours would be required to complete the Low Level Design (LLD), program the change and ensure user acceptance test and deficiencies are completed.
System Requirements
1. Hosted, and has data stored, in a Canadian location
2. Bilingual- English and French
3. Ensures data protection and cyber security
4. Allows/supports industry standards for password encryption and management
5. Supports integration with Microsoft Active Directory Federation System (ADFS) for authentication/authorization
6. Be compatible with applications on mobile devices - iOS and Android
Functional Requirements
7. Web-based platform that assesses the maturity of actual and potential uO suppliers’ Health, Safety, Environmental and Quality Programs, and evaluates them for compliance with applicable industry, uO, and/or regulatory requirements
8. Allows University login access for an unlimited number of University users
9. Allows the creation of user profiles for uO users, having tailored permission and access levels as specified by uO
10. Allows the configuration of user access rights (permissions) through the user interface
11. Hosts multiple supplier lists in their system
12. Complies with industry standard templates for H&S evaluations
13. Provides supplier survey capability, wherein uO can tailor and track specific supplier surveys to suit uO needs, and collect information and data from its suppliers, and use this to create supplier profiles
14. Ability to verify and validate supplier WSIB Clearance Certificate status & rate verification
15. Allow uO stakeholders to track feedback on supplier compliance
16. Customized reporting to provide KPIs and statistical analyses upon request regarding supplier compliance and trends
17. Enables uO stakeholders to have access to detailed assessments (including quality, comprehensiveness and compliance) of a supplier’s implementation of H&S management programs
18. Ability to issue individual or bulk notifications to suppliers of any changes to uO requirements, standards, and/or policies
19. Host supplier contact information, office locations, and supplier work types
20. Offer a repository that can store, search and retrieve supplier training records, training curriculum, and/or supplier worker qualifications and certifications
21. Ability to monitor status of supplier insurance certificates, and verify status of supplier compliance with various uO H&S requirements
22. Provide reporting capabilities including live analytics, dashboards, and have the capability to export data in various formats
23. Provide mechanism to rate/grade a supplier based on their H&S profile
24. Provide system based notifications used to notify uO on supplier subscription status, insurance expiration, fatalities, etc.
25. Scanning technology (to scan badges, certificates)
26. Tracks registration and validity of project permits.
Mandatory Requirements:
- Appendix A – Proposal Cover
- Appendix B – Proposal Declaration Form
- Appendix C – No Conviction of Fraud Declaration
- Appendix D – Conflict of Interest and Disclosure of Information Declaration Form
- Certificate of Insurance ( $2M CGL, $1M Automobile Liability)
- WSIB or written confirmation from WSIB stating the Proponent is not required to be registered in Ontario
