California Department of Public Health (CDPH)

REQUEST FOR INFORMATION

RFI 26-10310

Facilities Management Services

Chemical Management Software Request for Information (RFI)

Release Date:

06/01/2026

ISSUED BY: CDPH

California Department of Public Health Chemical Management Software RFI # 26-10310

Table of Contents

A. PURPOSE 1

B. OBJECTIVE 1

C. RFI KEY ACTION DATES 1

D. CONTACT 2

E. RFI RESPONSE INSTRUCTIONS 2

F. DISCLAIMER 3

G. SAMPLE SCOPE OF WORK 3

A. PURPOSE

The California Department of Public Health (CDPH) is issuing this Request for Information (RFI) to gather valuable insights regarding the current market offerings for chemical management solutions. CDPH aims to evaluate how well available platforms address its defined operational, regulatory, and safety needs, particularly for the Richmond Laboratory Campus, which accommodates approximately 500–600 staff members.

Vendor responses are expected to provide CDPH with a clear understanding of the feasibility, functionality, scalability, and cost implications associated with implementing comprehensive chemical management software. The desired solution should enhance safety, promote accuracy, and improve operational effectiveness across campus operations. Additionally, CDPH is seeking detailed information on chemical management software options capable of supporting its unique requirements, including compliance with relevant regulations and robust safety measures.

B. OBJECTIVE

CDPH aims to implement a modern chemical management software platform to replace the existing Excel-based tracking system currently used across various programs and divisions at the

Richmond Laboratory Campus. This transition is intended to streamline the process of chemical inventory management, resulting in improved data accuracy and enhanced visibility throughout the campus. The new platform should also support standardized workflows across laboratories and

Facilities Management, ensuring consistency and efficiency in the handling and monitoring of chemical inventories.

C. RFI KEY ACTION DATES

Key Action Date

Release of the RFI 06/01/2026

Vendor Questions Due 06/11/2026

Responses to Vendor Questions Posted 06/18/2026

Last Day to Submit RFI Response 06/26/2026

D. CONTACT

The primary RFI contact is listed below:

Attn: Jeffrey Kasprow

Email: Jeffrey.Kasprow@cdph.ca.gov

RFI responses are to be submitted in email form to the above contact.

E. RFI RESPONSE INSTRUCTIONS

CDPH is requesting information on vendor capabilities and expertise, along with estimations on how vendors would approach a Sample Scope/Statement of Work expressed in Section G. Submit your responses by emailing the Primary Contact, identified in Section D, by the date listed in the

RFI Key Action Dates table. Ensure your response includes your company name, product/platform name, and responses to the following items:

1. General

a. Describe an overview of your chemical management software capabilities.

b. Describe size of agency project staff, general expertise, and IT that are available to support this work.

2. Expertise

a. Describe similar size facilities who use chemical waste management software to support laboratory and facilities management

3. Evaluation

a. Describe how agency will measure the effectiveness of chemical management software

b. Confirm that firm is able to provide comprehensive reports at any time on efficiency of chemical management software

4. Conflicts

a. Detail any conflicts of interest your firm may have

5. Timeline Budget

a. Based on the Sample Scope of Work, please submit a narrative with a multi-year timeline, and proposed costs over a 3-year term.

mailto:Jeffrey.Kasprow@cdph.ca.gov

F. DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation.

A response to this RFI is not an offer and cannot be accepted by the State to form a binding contract.

This RFI is solely designed to provide CDPH with meaningful information to enable CDPH to determine how to proceed with future agreements.

RFI Respondents are solely responsible for all expenses associated with responding to this RFI. The

State is not responsible for any expenses associated with responding to this RFI.

The submission of a response does not constitute any commitment on the part of the interested party. However, the RFI Respondent agrees that the submitted information is correct to the best of the RFI Respondent’s knowledge. CDPH is also interested in learning the reasons for not submitting a response.

RFI Respondents are advised that all documents submitted in response to this RFI will become the property of the State of California and will be regarded as public records under the California

Public Records Act (PRA) pursuant to Government Code section 7920 et seq. The intent of this RFI is for Market Research purposes. Respondents should be aware that marking the response or questions “confidential” or “proprietary” will not exclude that content if the Department receives a PRA request. Please do not include any confidential or proprietary information in responses to this RFI as it will be subject to the PRA and may be disclosed to the public under the PRA.

G. SAMPLE SCOPE/STATEMENT OF WORK

1. SDS management

a. store SDS online

b. update automatically

c. have offline access to SDS (e.g., when internet goes down)

d. maintain an archive of older SDS (employment period + 30 yrs to ensure compliance with

OSHA/calOSHA requirements)

e. ability to download current and archived SDS as frequently as needed to maintain compliance with CLIA, ISO, and other accreditation agencies or federal/state/local regulations without additional cost

f. Option to have the initial SDS library built by vendor based on a Richmond Campus-provided list of chemicals (names and/or CAS # plus current supplier name(s)). If the item is a product or kit, we would like to be able to list the product/kit name (e.g., Zymo Quick-

DNA/RNA Microprep Plus nucleic acid extraction kit).

2. Software/Information Access (for up to 500-600 staff)

a. access via computer/phone/tablet

b. SDS accessible by QR code for fast access, preferably linked to container barcodes/QR codes (see Item 3)

c. Ok if some users have greater access to features, but ideally any user would be able to add SDS or container inventory information as needed

3. Inventory - Maintain chemical container inventory (barcode, QR code, etc.) with volume/amount per container

a. Many users across different lab units will need the ability to update container information, including volume/amount while a container is in use

b. Inventory should automatically (upon barcode scanning) reduce the current stock volume/amount as each new container is used (taken from storage for use and then again when that container is emptied and disposed of)

c. Container Location – we should be able to list the building and room number where the container is stored and where it is used (once in use). For chemicals that need specific location information (e.g., below-ambient storage in a specific location (fridge or freezer

ID), or flammable cabinet), have a fillable field for this information.

4. Tracking – Track chemicals from purchase requisition through waste disposal (ideally) or at least through lab use stage

a. Dashboards could be configured to show

i. how many chemicals are in each stage/phase (being purchased, in use, moved to hazardous waste)

ii. the names and amounts of special chemicals (e.g., high-hazard or specially regulated chemicals, e.g., CFR Title 40 Part 355 Appendix A or Section 302.4

Hazardous Substances and Reportable Quantities, or Cal/OSHA Title 8 Section

5189 Appendix A)

b. Set alerts for chemicals requiring special approval before being purchased

i. It would be great if the software tracked which chemicals are included as

Extremely Hazardous Substances (EHS) in the CFR Title 40 Part 355 Appendix A

5. Reporting - Ability to export reports, especially in CERS-compatible format, including volume/amount of chemical

a. Preferably, chemical amounts could be summed across the entire campus (e.g., by name or CAS#) for reporting purposes

b. Would be good to have reports of chemical inventory by building/floor/room when needed

6. Secondary container labeling (OSHA- and GHS-compliant).

a. Label printing should pull information from the SDS, and the labels should include:

Chemical name (product identifier), GHS pictogram, Signal word, Hazard and precautionary statements, and Supplier identification.

b. Labels for smaller secondary containers (e.g., <100 mL, ≤3 mL) should be configurable to include only the required information.

7. Regulatory Information - Notify users or flag regulatory information if there are special handling or reporting requirements [nice to have]

8. Emergency Response - Information pertinent to our account (e.g., SDS, building/room location information) can be made available to emergency responders [nice to have]

9. Map of chemicals by location, especially for us by emergency responders [nice to have]

10. On-premises option (IT would prefer this) instead of a cloud-based system [nice to have]