RFI 242-24-00063-AS.pdf

COMMONWEALTH OF VIRGINIA

REQUEST FOR INFORMATION

RFI # 242-24-00063-AS

SAFETY MANAGEMENT SOFTWARE

DUE: February 14, 2024 at 10:00 a.m.

April Shuman, VCO, VCARM, VCA

Contracting Officer

(757) 594-7466

Email: april.shuman@cnu.edu

I. PURPOSE

Christopher Newport University, an institution of higher education of the Commonwealth of Virginia;

hereinafter referred to as The University, is issuing this Request for Information (RFI) for Safety Management Software. This RFI is being issued solely for the purpose of gathering information. This is not a solicitation to purchase goods or services, and no contract will be made as a result of this RFI. The University may or may not choose to issue a solicitation to contract for these items, and the University may or may not choose to incorporate information gathered through this RFI into possible future solicitation or explore other alternatives. Vendors should not submit any information that may be considered trade secrets or proprietary information, unless it is deemed necessary. All information provided in response to this RFI is subject to the Freedom of Information Act (FOIA). In the event a vendor invokes protection of any information you deem as trade secret or proprietary, it is advised to include a redacted copy of your RFI submission.

II. BACKGROUND

The youngest, comprehensive university in the Commonwealth, Christopher Newport was founded in 1960 as a two-year branch of the College of William and Mary, became independent in 1977 and gained university status in 1991. A four-year public university, Christopher Newport University enrolls 5,000 students in rigorous academic programs in the liberal arts and sciences through the College of Arts and Humanities, the College of Natural and Behavioral Sciences, and the College of Social Sciences, including the Luter School of Business. The University offers great teaching and small class sizes with an emphasis on leadership, civic engagement and honor. Its stunning, 260-acre campus reflects the nearly $1 billion in capital construction completed during recent years.

For more information about Christopher Newport University, visit www.cnu.edu

III. STATEMENT OF NEEDS

The University is issuing this RFI to gather information from the vendor community to identify potential providers of safety management software. The University seeks software capabilities providing the following but not limited to:

● A single software system for hazardous waste management, inspections, issue remediation, asset tracking, incident management, chemical inventory, building evacuation drills, and permit management

● Price and functionality appropriate for mid-sized higher education institutions

● Web-based application

● Unlimited users licenses

● Mobile application that works with both IOS and Android

● Mapping functionality

● Single sign-on authentication

● Implementation services for Safety Data Sheets and other complex file uploading

● Training services for software functionality

● Email and phone access to technical support with response time within one business day

● Documented record of successful implementation in mid-sized higher education institutions

IV. SUBMITTAL INSTRUCTIONS AND GENERAL TERMS & CONDITIONS

Interested firms are encouraged to submit an electronic response to this RFI. The response shall include a detailed description of the services and capabilities, support/hours of operation and any comments regarding functionality. Submissions should be in either MS Word or PDF format.

Responses may choose to include the following information:

• Years this service has been provided

• Name and contact information of some clients of similar size and scope that the University may contact to gather additional information that may be helpful as the University further develops its plans and requirements

• Information on the size of your firm and a link to your website

Please note this is not a Request for Proposal (RFP), but rather a Request for Information (RFI) giving vendors the opportunity to inform the University of the current capabilities available in the market.

Information obtained may be used to develop requirements upon with a future procurement might be based

V. DISCLOSURE OF SUBMISSION MATERIALS

Vendors agree that by responding to this RFI they are granting a license to Christopher Newport University for all data, materials, and documentation originated and prepared for the University pursuant to the RFI. Such data, materials, and documentation shall be subject to public inspection in accordance with Virginia Freedom of Information Act (§2.2-3700 et seq.).

VI. QUESTIONS

Any questions or requests for additional information regarding this RFI should be submitted in writing to the following email:

April Shuman Contracting Officer Email: april.shuman@cnu.edu

VII. RESPONSE DUE DATE

Responses to this RFI must be received no later than 10:00 AM EST February 14, 2024. Christopher Newport University may elect not to review any responses received after this date and time.

Submit response electronically to april.shuman@cnu.edu with the subject line RFI #242-24-00063-AS mailto:april.shuman@cnu.edu