Provision of a Health & Safety Management Software Solution

The anticipated contract start date is 30th November 2026. The initial contract term is 36 months. The buyer has the option to extend the contract by a further 12 months, followed by a final optional 12-month extension, resulting in a potential total contract duration of 3+1+1 years.

Key phases leading up to the contract include:

• Post Invitation to Tender on PCS: 7th August 2026
• Deadline for submissions of questions: 28th August 2026 @ 12noon
• Deadline for submission of bids: 14th September 2026 @ 12noon
• Evaluation of bids: week ending 25th September 2026
• Product Demonstrations: week commencing 12th October
• PCS Notice of Award: Week commencing 26th October

The core scope of work for this tender is the provision of a Health & Safety Management Software Solution designed to manage health, safety, compliance, risk, and contractor activities across housing stock and operational estates.

The solution must support configurable workflows, mobile working, automation, reporting, integration with Microsoft 365 and Power BI, and accessibility by third parties.

The core deliverables and functional areas include:

• Incident & Hazard Management: Recording incidents, hazards, near misses, investigations, corrective actions, and statutory reporting, with configurable workflows, notifications, audit trails, mobile reporting, and comprehensive reporting/dashboarding capabilities.
• Risk Assessment Management: Creation, management, review, approval, and publishing of various risk assessments (e.g., H&S, DSE, Fire, COSHH, RAMS, Lone Working, Manual Handling, Working at Height), including configurable templates, risk matrices, review scheduling, version control, and reporting.
• COSHH Management: Maintenance of a central COSHH register, including Safety Data Sheet (SDS) and risk assessment management, approvals, exposure assessments, control measures, workflows, reviews, and compliance reporting, with mobile access and role-based security.
• Health & Safety Asset Management: Management of H&S-critical assets (e.g., ladders, tools, fire safety, asbestos, water hygiene, lifting equipment, security systems, PPE), covering inspection scheduling, certification tracking, lifecycle management, defect management, remedial actions, QR/barcode support, and compliance reporting.
• Contractor Register: A central electronic register for all contractors, subcontractors, and third-party providers, supporting onboarding activities, recording of contractor details, and status management.
• Pre-Qualification: A structured pre-qualification and approval process for contractors, allowing definition of criteria (e.g., H&S policy, risk assessments, accreditations, insurance) and configurable approval workflows.
• Permit to Work: Integration with or support for permit-to-work processes for high-risk activities (e.g., hot works, electrical isolation, work at height), with linking capabilities to contractor records, RAMS, jobs, locations, assets, and authorised persons.
• Access Management: Support for creating and managing planned or authorised work packages for contractor-delivered activities, linking them to relevant records and documenting work scope, dates, assigned contractors, and completion status.
• User Access and Authentication: Secure authentication for external users.
• Portal: A user-friendly and mobile-friendly portal allowing Cairn to manage contractor access and permissions, providing contractors access to Incident, Hazard, Near Miss, Audit, and Inspection Forms, and supporting action tracking, with restricted visibility between suppliers.
• Reporting: Provision of standard and customizable reports on safety performance, responsiveness, audit compliance, and recurring issues, with export capabilities to Excel and PDF, and data import into Power BI.
• Project and Support: Outline of project methodology, resources, activities, assumptions, project plan, governance, risk management, and Go-Live transition.
• Libraries / Registers: Central libraries for information and documents (e.g., risk assessments, audits) accessible by staff and external persons based on permissions, with the ability to store external documents and include a read receipt function.