Environmental Health & Safety Record Management System

The Texas A&M University System is seeking a comprehensive internet-based records management system to support its Environmental Health and Safety program across all institutions within the university system. The solution must manage a broad range of functions including chemical inventory, hazardous waste, safety inspections, incident reporting, asset management, training, radiation safety, occupational health, environmental permits, sustainability data collection, ergonomics, industrial hygiene, medical surveillance, management of change, job safety analysis, and permit-to-work processes. The system must deliver sub-second response times at least 97% of the time over domestic broadband connections, scale to support an initial user base of approximately 100, and be accessible via standard web browsers including Chrome, Firefox, Safari, and Internet Explorer. Reporting capabilities must support PDF output and meet accessibility standards under Title II of the Americans with Disabilities Act, Web Content Accessibility Guidelines 2.1 Level AA, and Texas Administrative Code Chapters 206 and 213. The system must also feature a dedicated support professional or account manager and provide a remediation plan within 24 hours of reported issues. The contract structure is based on a master Software as a Service (SaaS) agreement with individual members of the system entering into separate Order Forms for actual service delivery. The initial term is three years, with two optional two-year renewal periods subject to mutual written agreement. The total contract value is estimated at $100,000 or more, and pricing proposals must include detailed breakdowns of implementation fees, annual subscription or license costs (specifying whether priced per institution or per user), ongoing support and training expenses, and any customization charges. Respondents are required to submit complete pricing proposals, a HECVAT assessment, evidence of TX-RAMP compliance if applicable, and certifications under Texas Government Code Sections 2155.004 and 2155.0061 confirming eligibility and non-ineligibility for award. Compliance with federal and state laws, non-discrimination requirements, export controls, immigration regulations, and debarment prohibitions is mandatory. Insurance requirements include general liability, auto liability, and excess liability coverage on an occurrence basis with auto liability limits of $1,000,000 combined single limit. A subcontracting plan is required due to the contract value exceeding $100,000. Proposals must be submitted electronically in two PDF files by 2:00 p.m. Central Time on July 8, 2026, and