Occupational Health System

Descriptions

This preliminary market engagement notice has been issued by Leicester, Leicestershire and Rutland Combined Fire Authority also known as Leicestershire Fire and Rescue Service (LFRS). The purpose of this preliminary market engagement is for LFRS to connect with suppliers of Occupational Health systems that are currently available on the market. We invite interest from suppliers to provide product information and engage in demonstrations of how their existing solutions will meet our present and future requirements. Overview of Requirement Leicestershire Fire and Rescue Service has around 700 employees, including 490 operational staff. The Occupational Health department helps Leicestershire and Rescue Service ensure that its working practices do not have a negative impact on its employees' health, and that an employee's health does not impact their ability to perform their roles. This includes looking at both the mental and physical health of our workforce through different activities, including: - Health screening for potential new employees - Health surveillance of existing employees in line with relevant HSE legislation and requirements - Periodic physical fitness testing for all operational personnel - Management referrals in relation to sickness absence - Self referrals for employee support including counselling and physiotherapy - Immunisations where required The Occupational Health department employs six full time members of staff and procures the services of healthcare professionals including doctors and nurses. Further information can be obtained from the website https://www.leics-fire.gov.uk Requirement Details The Occupational Health department requires an Occupational Health system to conduct the following tasks and activities: - Diary management for the Scheduling of in-house appointments including automated reminders by e-mail/text messaging - Recording and monitoring of health surveillance data - Interface with spirometry (currently MIR Spirolab A23) and audiometry devices (currently Amplivox CA850) - Management of referrals and generation of management referral reports - Generate reports on activities for the service - The system must comply with UK legislation and good practice for data protection - Existing occupational health records from the existing OH system particularly relating to health surveillance will need to be migrated to the new system - It would be desirable for the system to have the capability of an electronic questionnaire for recording fitness data - It would be desirable for the system to have the ability for scheduled reports or APIs to enable automated reporting of statistics to the organisation's data warehouse (PowerBI) - It would be desirable for the system to have the ability to integrate with either the organisation's HR system (FireWatch by Infographics) or Azure Entra (Active Directory) to enable the OH system to automatically update to reflect the organisation's employee changes to establishment - starters, changes of role, and leavers Volumes Leicestershire Fire and Rescue Service requires a total of seven licenses for the Occupational Health team. Access for fit forms and management reports may be required by managers.

Engagement

Supplier Responses Suppliers are invited to participate in this market engagement by requesting and submitting our questionnaire via systems@leics-fire.gov.uk by 4th March 2026. All correspondence, including responses, must be in written format and sent to systems@leics-fire.gov.uk. All requests for clarification or additional information will be logged and replies issued to all participants. Valid responses must contain the completed questionnaire and be submitted by the closing date. It is the provider's responsibility to ensure their response arrives by the closing date. LFRS intends to seek demonstrations from suppliers who align with our requirements and are anticipated to provide further benefits to the organisation's requirements. LFRS will not be inviting any provider to host a demonstration whose proposal is to develop a system to meet the key objectives of each Lot. LFRS will not be liable for or cover any costs incurred by responding to this market engagement notice or the holding of any demonstrations. This is not a call for competition, and failure to participate will not exclude any providers from any future tender process, nor does this notice guarantee that any future tender will take place. No providers will be either advantaged or disadvantaged by participating and any resulting tender will be advertised on the appropriate electronic platform/s for all to view. Estimated dates provided within the Find a Tender notice are based on earliest possible dates to award a contract. It is anticipated that the system implementation will run concurrently with the existing software as a phased migration. It is vital that LFRS work with a viable and credible supplier who has the track record, and professional discretion to deliver the required solution and services that will enable LFRS to meet its current and future goals and business needs. We would like to notify you of an upcoming requirement, and by doing so we are keen to understand where the market stands in terms of our requirement below.   Please note the following general conditions: ● Your responses will help us to refine our requirements. ● Nothing shall constitute a commitment to ordering or award unless we publish an Invitation to Tender that results in the award of a Call-Off Contract. ● The contents of the Market Engagement is not binding, and may be subject to change ● Any and all costs associated with the production of such a response to this Market Engagement must be borne by the Supplier. ● We expect that all responses to this will be provided by Suppliers in good faith to the best of their ability in the light of information available at the time of their response.