Environmental Health & Safety Record Management System

The Texas A&M University System Office of Procurement and Business Services is requesting proposals for a comprehensive internet-based Environmental Health & Safety Records Management System serving approximately 175,000 students across the A&M System's 12 universities, health science center, eight state agencies, and other member institutions, with proposals due July 8, 2026 and questions due June 22, 2026 under RFP-01-ESS-26-252. A 2% VetHUB (service-disabled veteran-owned small business) subcontracting goal applies to contracts valued at $100,000 or more over the contract lifetime; all responding vendors, whether primes or self-performing entities, must submit a completed subcontracting plan demonstrating good faith efforts to recruit certified VetHUB subcontractors if using subcontractors, or indicating self-performance with internal resources if not.

The system must be internet-based and mobile-accessible, encompassing chemical inventory management, hazardous waste management, safety inspections, issue logging and remediation, asset management, permit management, incident management, training, radiation safety, occupational safety, calendar functions, and comprehensive reporting. The solution must be user-friendly without requiring coding expertise and preferably include hosting services. The initial contract term is three years with options to extend for two additional two-year terms under mutually agreed conditions. Individual A&M System members will pay through negotiated order forms under the resulting master services agreement; the A&M System will not pay costs directly.

Pricing proposals must detail implementation fees, professional service costs, annual recurring license or subscription fees with specified pricing metrics (per-user, per-institution, or other applicable models), and any additional charges for customization. Respondents must identify incentives or price breaks for multiple member engagement and alternate term lengths offering discounted pricing. Proposals must include three client references from the past three years, preferably at least two from higher education institutions or public/private sector entities. Insurance requirements include workers' compensation, commercial general liability ($1 million per occurrence / $2 million aggregate), auto liability ($1 million), excess/umbrella liability ($5 million), and cyber liability ($2 million). TX-RAMP certification is required if the product qualifies as a cloud computing service, with certification evidence or ID due at least 30 days prior to agreement start. An addendum is scheduled for June 26, 2026.