MassDOT Safety Incident Reporting System RFI.docx

COMMONWEALTH OF MASSACHUSETTS

MASSACHUSETTS DEPARTMENT OF TRANSPORTATION

Request for Information (RFI)

Safety Incident Reporting Systems

COMMBUYS Bid#: BD-27-1030-0P100-0P110-131302 (ITS81 Cat1 EDM)

Table of Contents

RFI Introduction and General Description

MassDOT is seeking information from vendors regarding Safety Incident Reporting solutions to replace a current paper-based employee injury investigation process. We are requesting input on potential approaches, capabilities, solutions, and pricing structures to support this initiative. Actual cost and fee information should not be provided.

This effort is in support of modernizing how employee injury and incident data is captured, managed, and analyzed within the Highway Division. Today, incident information is collected through a detailed paper form used for post-incident investigation. While the form captures comprehensive information, it limits accessibility, consistency, and the ability to identify trends or generate actionable insights across incidents.

We are seeking solutions that support structured data capture, mobile-friendly incident reporting, and the ability to analyze incident data to identify patterns, contributing factors, and opportunities for prevention. This includes the ability to interpret both structured inputs and narrative descriptions to surface insights beyond basic keyword searches.

Modernizing the Safety Incident Reporting process is a priority for improving employee safety outcomes and enabling data-driven prevention efforts.

THIS IS A REQUEST FOR INFORMATION ONLY. Entities responding (“Respondents”) to this Request for Information (RFI) are invited to respond to any or all of the specifics in this document. Responses to this RFI shall serve solely to assist MassDOT in understanding the current state of the marketplace with regards to the solicited information. This information may inform the development of a possible solicitation in the future for a Safety Incident Reporting solution. This RFI does not in any way obligate MassDOT to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary and will in no way affect MassDOT’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the Respondent in the course of any solicitation that may be subsequently issued by MassDOT in the future.

Preamble / history on the current process:

The Highway Division has an established employee injury investigation process used to document and review safety incidents in the field. The current approach relies on a detailed paper-based form that captures a wide range of information, including environmental conditions, task activity, equipment usage, witness statements, and root cause analysis.

While the form itself is comprehensive, the reliance on paper has led to challenges with accessibility, consistency, and long-term usability of the data. Completed reports are not easily searchable, aggregated, or analyzed across incidents, limiting the ability to identify trends or recurring risk factors.

The current process also creates friction in the field. Information is often captured after the fact, and the quality of detail can vary depending on recall and documentation practices. There is no centralized system for managing incident data, and no efficient way to connect related incidents or track patterns over time.

Given these limitations, a modernization effort is being considered to transition from a paper-based process to a digital, centralized Safety Incident Reporting system. The goal is to improve data capture, enable mobile-friendly reporting, and support analysis that can drive prevention and improve employee safety outcomes.

Request For Information

Scope of Work for Possible Future Project

The following outlines the possible Scope of Work for the future project, for which we are seeking vendor information and guidance. In this RFI, we are not soliciting formal project proposals but instead requesting input to validate or refine our assumptions, as well as to provide insight into cost structures and estimated timelines for potential implementation. We are not seeking actual cost and fee information.

The possible future effort focuses on implementing a Safety Incident Reporting system to replace the current paper-based employee injury investigation process. The goal is to digitize incident data capture, centralize reporting, and enable analysis of incident data to support trend identification and prevention efforts.

The system would provide a solution that supports structured data capture aligned with our current investigation process, while also enabling more efficient reporting, searchability, and insight generation. The system should support both standardized inputs and narrative descriptions, with the ability to analyze data across incidents.

Key Requirements

1. Incident Data Capture:

· Provide a configurable digital form to capture incident details currently collected on paper.

· Support both structured fields and free-text narrative inputs.

· Ensure consistency in data capture across incidents.

2. Mobile Accessibility:

· Enable incident reporting in the field through mobile-friendly interfaces.

· Support timely data entry to reduce reliance on post-incident recall.

· Provide an intuitive user experience for field staff.

· Sync-later for areas with limited internet is a benefit.

3. Search, Reporting, and Analytics:

· Allow users to search and retrieve incident records easily.

· Provide built-in reporting and dashboards to identify trends and recurring factors.

· Support analysis of both structured data and narrative descriptions to surface patterns.

· Leverage aggregated incident data across other agencies, states, and organizations to identify risk patterns and contributing factors.

· Provide insights based on broader industry incidents so MassDOT can learn from trends and failure patterns beyond its own internal data.

4. Data Management and Integration:

· Store incident data in a centralized, accessible system.

· Support export or integration with other internal systems as needed.

· Ensure appropriate handling of sensitive employee information.

5. Configuration and Flexibility:

· Allow configuration of forms, fields, and workflows to align with MassDOT processes.

· Support updates as requirements evolve over time.

· Avoid unnecessary complexity tied to regulatory workflows not required by MassDOT.

6. Implementation and Support:

· Provide guidance on implementation approach, including configuration and rollout.

· Outline expected timelines and level of effort.

· Include ongoing support, maintenance, and product updates.

7. Adaptability and Collaboration:

· Work with MassDOT to refine requirements and workflows during implementation.

· Provide recommendations based on industry experience and best practices.

· Demonstrate flexibility in aligning the solution to MassDOT’s specific use case.

Additional Information

· The current process is paper-based, with no centralized system for storing or analyzing incident data.

· The existing form captures detailed investigation data, including conditions, task activity, equipment, and root cause.

· Focus is on internal safety and prevention.

· The primary goal is to improve data capture and enable identification of trends, contributing factors, and opportunities to prevent future incidents through policy, training, and operational changes.

· Mobile usability and ease of use in the field are important.

· Respondents should highlight experience with incident management, EHS platforms, and applying analytics or AI to safety data.

Submission Requirements Respondents should provide information outlining their recommended approach to implementing a Safety Incident Reporting solution, including:

· An overview of the proposed solution, including incident data capture, mobile capabilities, and analytics.

· A timeline, key milestones, and price structure for implementation. Actual cost and fee information should not be provided.

· Examples of similar implementations or relevant experience with incident management or EHS platforms.

MassDOT is looking for a solution that is easy to use, works effectively in the field, and enables identification of trends and contributing factors to improve safety outcomes.

Please see Response Submissions section below for additional submission instructions.

General Instructions & Information

Information Obtained

Please note that this RFI is issued solely for the purpose of obtaining information. Nothing in this RFI shall be interpreted as a commitment on the part of MassDOT to procure or enter into a contract with any Respondent or other party.

This RFI will be distributed electronically by posting it on COMMBUYS. All Respondents are responsible for checking COMMBUYS for any addenda or modifications made to the RFI subsequent to the initial posting on COMMBUYS.

Response Submissions and Calendar Respondents should submit one (1) electronic copy of their responses by August 7th, 2026 at 5PM. A late response may be disregarded.

All responses must include on the first page the official name of the entity submitting the response. Please consecutively number all pages of the response.

Although the responses may include supplemental materials, they should be limited to twenty-five (25) pages (single-sided in 12-point font) and focused specifically on the subjects contained in this RFI.

Respondents must submit responses via COMMBUYS.

Potential for Informational Sessions

Some Respondents may be invited to provide a capability briefing or demonstration of their product/solution.

MassDOT may request additional information from Respondents, including further explanation or clarifications, during the review process.

Respondent Questions

Respondents may only make inquiries and request clarification concerning this RFI by submitting questions via COMMBUYS Q&A button under this RFI bid number.

Responses to inquiries and clarification questions will be provided electronically to all interested parties via a posting on COMMBUYS.

Respondents may not communicate directly or indirectly with any employee of MassDOT regarding this RFI, except as specified in this RFI.

Respondents may contact the MassDOT Procurement Contact identified below if the RFI is incomplete or if information is missing. Respondents experiencing technical problems accessing information or attachments stored on COMMBUYS should contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE.

MassDOT Contact Information Please direct all communications to the following MassDOT contact:

REVIEW RIGHT, PUBLIC RECORDS, COST, AND OTHER

Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of MassDOT, including independent consultants retained by MassDOT now or in the future.

All responses to this RFI will be a public record under the Commonwealth’s Public Records Law, Massachusetts General Laws Chapter 66 Section 10, regardless of confidentiality notices set forth on such writings to the contrary.

All responses and other documents submitted in response to the RFI become the property of MassDOT. MassDOT is under no obligation to return any documents submitted by a Respondent.

By submitting a response, Respondents agree that any cost incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of the Respondent. MassDOT shall not be held responsible for any costs incurred by Respondents in preparing their respective responses to this RFI.

Respondents are responsible for entering content suitable for public viewing, as all the responses and questions are accessible to the public. Respondents must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusive, or otherwise objectionable, including information about the Respondent’s company or other companies.

image1.jpeg