Agriculture Financial Services Corporation - Request for Quotes - RFQ 0707 Commercial Off the Shelf Health and Safety Management software System

2.0 STATEMENT OF WORK 2.1 Introduction AFSC is seeking a commercial off the shelf/out of the box Health and Safety Management Software System, that has an easy-to-adopt platform, with desktop and mobile capabilities. 2.2 Background AFSC currently does not have a health, safety and environment software system in place. All information and reports are handled manually, and the process is not efficient and is time consuming. AFSC has approximately 550 employees with 125 working in safety sensitive positions. Information on AFSCs current technology utilized for health, safety and environment processes, tracking and procedures are described below in section 2.9 under Technology. 2.3 Objectives AFSC is in search of a qualified vendor that can provide a health, safety and environment software/solution that can be deployed for use with standard configuration and training, the software must encompass safety best practices. Respondents should provide an overview of their product offering and implementation process for AFSC to review in accordance with the system functionality outlined below. Respondents should disclose additional functions and features available that are not listed below. Below are what we believe are standard features that would be included in the software but not limited to. Please advise if these are available within your software in the table in section 2.5. • Incident Management • Hazard/Risk Assessments o Formal o Site-specific o Work Away Risk Assessment • Safety Meetings o Meeting minutes o Attendance tracking o Action items • Inspections & Observations o Worksite Inspections o Vehicle & Equipment o Procedure compliance • Emergency Response Drills o Tracking and process • Ergonomic Assessments o Process and forms • Corrective action assignment and tracking o Incidents o Inspections o Audits o Various others • Task Management o Timelines, prioritization and automated reminders • Training Competency Management o Date and training information o Training requirements for roles o Training reminders and tracking • Safety Document Management o Centralized repository o Version control • Analytics, Reporting and Dashboarding o Real time reporting o Customizable dashboards o Trend analysis (nice to have) • Notification process o Automated notifications • Mobile capability/ application AFSC prefers to adopt cloud products when possible. The proposed solution is to be ready to use upon installation and easily integrated with AFSC existing systems. AFSC uses the core Microsoft products (OS and productivity tools such as the M365 suite and Windows Operating System). More information regarding AFSCs existing systems is included in section 2.9 Technology. 2.4 Duration The initial term of engagement is intended to be three (3) years. The contract may also allow for multiple year extensions, and the successful Vendor may be AFSC’s preferred Vendor for these services until such time as AFSC’s business needs change. Expansion Capabilities – In the future, AFSC may wish to expand services into other areas of our Business. AFSC reserves the right to engage the successful Vendor in the future, for integrated expansion capabilities/modules for other Business areas of AFSC. 2.5 Functionality Requirements – 40% Respondents should provide a completed table as shown below that captures the features or each requirement. Respondents should indicate if the requirement described below is available in the off the shelf product offering, along with a description of the functionality offered for each requirement, and any additional functionality included in the product offering. Requirement Description Included in Off the Shelf Product Yes/No Available Features/ Systems Incident Management Hazard/Risk Assessments Safety Meetings Inspections & Observations Emergency Response Drills Ergonomic Assessments Corrective Action Tracking Task Management Training Competency Management Safety Document Management Reporting/Analytics/ Dashboarding Automated Notification process Mobile capability/ application Additional features/ functions available 2.6 Maintenance/Support - 10% Respondents should provide information regarding the below items: • Are version changes (releases) part of the cost of licensing? • If the proposed product is not online, how will version changes or bug/fixes be made available to AFSC? • If the proposed product is online, explain how we would receive releases/bug fixes? 2.7 Service Levels - 10% Respondent to provide support hours and the general steps for issue management and resolution for the proposed product. If the proposed product is cloud software, what is the availability of the application (e.g. 90% during business hours) 2.8 Security Respondents should complete Appendix D Information Security Privacy Cloud Assessment Form and include with the Proposal. Specify what digital security measures are in place for your solution by completing Appendix D- Information Security Privacy Cloud Assessment Form to the best of your ability. The successful vendor will be asked to provide a SOC 2 Report at any time during the engagement period. For awareness, the type of data involved in this project is confidential but is not limited. Do you provide the ability to apply different data or information classification levels to your data sets, and are different levels of controls available for them based on the classification? If so, Respondents should provide details for different processes such as security, privacy or retention. 2.9 Demo Shortlisted Vendors may be asked to provide a virtual demo of their product that will be scored. 2.10 Technology Information Below is a list of technologies used by AFSC in general: Type of Technology Technology used by AFSC Operating Systems Windows Primary Linux VMWare Storage Dell HCI for on Prem Backup CommVault Databases MS SQL Server Oracle Middleware Application Dell Boomi Development Testing Tools SmartBear Azure DevOps Test Plans Applications used currently to complete Health, Safety & Environment (HSE) operational activities: Currently there are fillable PDF forms and manual procedures used for multiple HSE related tasks such as Ergonomic Assessment and Risk Assessment. Reporting is manually gathered by individuals based on the forms submitted for specific processes such as Workplace Inspections/corrective actions. There have been recent additions of Microsoft Planner to assist in tracking of these activities. Below provides insight to current processes and software/ tools utilized. Description Currently using Incident Management Pdf form and Adobe sign process Hazard/Risk Assessments o Formal o Site-specific o Work Away Risk Assessment Spreadsheet MS forms Pdf form Safety Meetings MS forms Inspections & Observations o Worksite Inspections o Vehicle & Equipment o People Spreadsheet template Adjusting platform Emergency Response Drills Pdf form Ergonomic Assessments Pdf form Corrective action tracking o Incidents o Inspections o Audits o Various others Spreadsheets HSE planner Task Management HSC Planner Training competency Management Spreadsheets Pdf Form Document Management HSE SharePoint site Analytics Spreadsheet Notification process Email - manual Mobile capability MS forms AFSC uses Microsoft products including but not limited to the following: • MS Planner • Office 365 • SharePoint Online • MS Teams • Azure Single Sign Dayforce is the Human Capital Management (HCM) System used by AFSC and there is an Enterprise Service Management ticketing tool that is TOPdesk. 2.11 Pricing - 40% Respondents should provide the pricing based on the following: PRICING FORM Component # users Monthly Price/ Per User Total Annual Cost All Users Licenses/ Subscription per user (Inclusive of web and mobile applications) 0-100 101-300 301-500 Implementation Total Cost (if applicable) Training Cost (if applicable) Pricing Notes: 2.12 Vendor Question Session Respondents are welcome to join a virtual information session after the Q&A date has passed. AFSC will have a representative available to provide any clarification on questions that have been addressed. Respondents are to submit an email request to RFP@AFSC.ca in order to be included in the Team meeting invite. This is optional. G. S. T. Certification Clause This is to certify that the services ordered or purchased are for the use of, and are being purchased by AFSC with Crown funds, and are therefore not subject to the goods and services and harmonized sales tax.