Risk Management Environmental Health and Safety(EHS) Software Solution

Agency:	James City County
State:	Virginia
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541620 - Environmental Consulting Services 541690 - Other Scientific and Technical Consulting Services
Posted Date:	Nov 21, 2023
Due Date:	Dec 19, 2023
Solicitation No:	20240612
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Number:	20240612
Bid Title:	Risk Management Environmental Health and Safety(EHS) Software Solution
Category:	Request for Information
Status:	Open

Description:

James City County's Division of Risk Management is requesting information from interested parties for an Environmental Health & Safety (EHS) software solution for safety incident management and investigation, insurance claims management, OSHA injury and illness recordkeeping, safety inspection management, and management of related documents and reporting.

The purpose of issuing this Request for Information (“RFI”) is to:

a.) Determine the level of market interest.

b.) Obtain information on potential new services or approaches.

c.) Obtain recommendations that would enhance the success of a future procurement opportunity for this service.

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James City County Purchasing Office

101-F Mounts Bay Road, Ste. 300

Williamsburg, VA 23185

Phone : (757) 253-6735

Fax : (757) 253-6753

Email : silke.hudgins@jamescitycountyva.gov

JAMES CITY COUNTY, VIRGINIA

REQUEST FOR INFORMATION 20240612

Title:

Risk Management Environmental Health and Safety (EHS) Software Solution

Issue Date:

November 21, 2023

Due Date:

December 19, 2023 – 2:00 PM Local Time

Submit:

Responses shall be emailed to: silke.hudgins@jamescitycountyva.gov . All

pages of the response must be received before the due date and time to be

accepted for review by the County.

Inquiries:

Questions relating to this RFI shall be addressed to Silke Hudgins, via email:

silke.hudgins@jamescitycountyva.gov by no later than 2:00 p.m. (EST) on Dec

5, 2023. Responses to questions will be posted via an addendum to this RFI on

the County website at http://va-jamescitycounty.civicplus.com/467/Bids-Requests-

For-Proposals

This public body does not discriminate against faith-based organizations.

PROPRIETARY INFORMATION

YES ( ) NO ( )

Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection

and exclusion from the Virginia Freedom of Information Act (2.2 et seq.) are set forth below.

(Additional sheet may be added if necessary.)

_______________________________________________________________________

Firm Name: __________________________________________________________________

State Corporation Commission No.#: ________________________________________________

Address: _____________________________________________________________________

City/State/Zip: _________________________________________________________________

Telephone: ___________________________________FAX: ____________________________

Email: _____________________________________________________________________

Print Name: ___________________________________Title: ____________________________

Signature_____________________________________Date____________________________

James City County

RFI 20240612– Risk Management EHS Software Solution

1.0 PURPOSE

James City County, Virginia (JCC, “the County”), is requesting information from interested

parties for an Environmental Health & Safety (EHS) software solution for safety incident

management and investigation, insurance claims management, OSHA injury and illness

recordkeeping, safety inspection management, and management of related documents and

reporting.

The purpose of issuing this Request for Information (“RFI”) is to:

a.) Determine the level of market interest.

b.) Obtain information on potential new services or approaches.

c.) Obtain recommendations that would enhance the success of a future procurement

opportunity for this service.

d.) Obtain cost estimates for planning and budget purposes; and

e.) Provide the industry with an opportunity to comment on the potential procurement

opportunity.

2.0 BACKGROUND

James City County is a full-service local government located near historic Williamsburg,

Virginia. The Risk Management Division of James City County investigates and analyzes the

hazards and risks the County and its employees may be exposed to, identifies potential sources of

loss or accident, and identifies ways to avoid, transfer or reduce the risk. Risk Management is

also responsible for ensuring compliance with federal, state and county occupational health and

safety regulations for James City County and its employees. The Division currently utilizes a

primarily manual, paper based EHS process to accomplish these tasks.

The Risk Management Division is interested in obtaining a software solution that would reduce

the time and effort required from internal departments to report safety incidents and insurance

claims; streamline the incident investigation, risk assessment and workplace inspection processes;

increase the efficiency of ongoing OSHA recordkeeping and insurance claims management; and

increase reporting capability of accident trends. Items of particular interest to the department

include the ability to:

1) Digitize Safety and Risk Management processes.

2) Initiate or complete risk assessments, incident reporting, workplace inspections, etc., on

various devices to obtain immediate report filing in-the-field or in office.

3) Allow notes, documents, and/or media to be added to incident files ongoing, for incident

recordkeeping with included timestamping and audit trail.

4) Create customizable templates for incident reports, risk assessments and workplace

inspections and track ongoing corrective actions.

5) Easily track and utilize data for trend analysis, to determine training needs, incident data,

leading indicators, costs etc.

6) Electronically manage the County’s OSHA 300 logs and generate OSHA 300, 300A and

301 Forms on demand.

JCC is seeking input from vendors about current systems, capabilities, requirements, cost, and

future trends in the industry.

James City County

RFI 20240612– Risk Management EHS Software Solution

3.0 RESPONSES

Interested parties are invited to respond to this RFI by submitting a response to the County.

Responses should include ideas, information and recommendations that could result in a

clarification of the requirements, cost-saving opportunities, and the identification of problem

areas with this initiative.

Respondents are requested to provide a concise and focused response to this RFI. Responses are

requested in the following format:

a.) Brief company profile.

b.) Name of a key contact person, including telephone number and email address.

c.) Best estimated price range to provide software and services.

d.) Timeframe to install and implement.

e.) Other information specific to the nature of this RFI and deemed important by the

respondent.

In the event that sufficient information is received, James City County may, but is not required to,

issue a competitive solicitation. This RFI is not a competitive solicitation, and no contract award

shall result. This RFI will not be used to evaluate, rank, or select vendors, nor will it be used to

pre-qualify or screen vendors for a subsequent competitive solicitation process, if any. If a

subsequent competitive solicitation is issued, the County is under no obligation to advise any firm

responding to this RFI. Vendors are advised to monitor the County’s website

(www.jamescitycountyva.gov) for any such opportunities, which will be open to all vendors

regardless of whether or not a response to this RFI has been submitted.

The County will not pay for the preparation of any information submitted or for use of that

information. The County reserves the right to utilize any information submitted in its best interest

without any obligation, liability, or consideration on the part of the County.

Ownership of all data, materials and documentation originated and prepared for the County

pursuant to this RFI shall belong exclusively to the County and be subject to public inspection in

accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary

information submitted by a firm shall not be publicly disclosed under the Virginia Freedom of

Information Act; however, the firm shall invoke the protection of this section prior to or upon

submission of the data or other materials and must identify the data or other materials to be

protected and state the reasons why protection is necessary. Disposition of the proprietary

materials after the RFIs are reviewed should be stated by the firm. Firms should indicate on the

Cover Sheet the portions of their response that are proprietary and return the signed Cover Sheet

with their submission. Please list the page number(s) and reason(s).

James City County

RFI 20240612– Risk Management EHS Software Solution

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Risk Management Environmental Health and Safety(EHS) Software Solution

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