Health & Safety Management System

Descriptions

We are fully committed to continuously improve health and safety in line with best practices. To ensure that the necessary resources are made available to effectively manage this, we are inviting tenders for the procurement of an health & safety management system that will meet the complex and varied business requirements throughout the Cartrefi Conwy Group.All Suppliers must meet the below specification as a minimum;System Requirements•Cloud Based•Permission based security for named users (Cartrefi Conwy and Subsidiary company Creating Enterprise)•Ability to log incidents from remote sites using mobile access on Cartrefi Conwy’s Android and IOS platforms (over 4G)•Actions assigned to users to have reminder emails/prompts before due date. After due date action is escalated to manager•Ability to upload supporting evidence/work documents/photos/scanned documents against records when logging incident/record live or retrospectively•All staff to easily log Accidents / Incidents / Near Misses without needing a system login•Ability to record liabilities (cyclical reviews for retaining walls, flat roofs, open water etc)•Ability to manage the Health & Safety Risk Register for all business risks•Ability to manage an Asset Register (Tools Lists/Equipment) e.g. for PAT Testing / service dates / calibration dates•Ability to record and manage various Risk Assessments•Ability to managing External ContractorsReporting Tool & Data Management•Ability to access to all raw data for in-house reporting (Including all data fields)•Report on outstanding tasks and actions•Dashboard reporting•Trend analysis•Able to provide process for data handling in the event of contract endingSupport Service & Training•Customer support team availability in core hours; 9am-5pm (phone, email, live chat)•The supplier is to have a robust Business Continuity policy i.e. system downtime due to maintenance etc. must be planned for out of hours•Onsite training for a number of users prior to implementation•Online user guides/on-going support to be availableData Protection/Security and GDPR•Supplier registered as a Data Controller with the Information Commissioners Office (ICO)•Dedicated individual/role accountable for information governance and security. Where a Data Protection Officer (DPO) is appointed, evidence of suitable professional qualification (legal practitioner or CIPP/E) to be provided.•End-to-end solution to be GDPR-compliant, specifically by reference to Privacy by Design, with Supplier capable of demonstrating /evidencing this•Supplier to have in place robust technical and organisational security measures to safeguard confidentiality, integrity and resilience of data and be able to provide this contractually•Supplier to have in place suitable insurance covering a range of risks e.g. Public Liability, Employer’s Liability, Professional Indemnity and Cyber Liability Insurance•Supplier willing to sign a data sharing agreementIt is expected that the appointed supplier will work with the client on tender award to ensure the most appropriate solution is delivered to the end user.Tenders will be evaluated on quality and price (80/20 spilt respectively). Tender documents are saved as additional documents on Sell2Wales, alternatively email procurement@cartreficonwy.org