Enterprise Online Safety Data Sheet Management and Access System

Background
Minnesota State is seeking proposals from qualified vendors to provide an online Safety Data Sheet (SDS) management system. The goal is to ensure compliant, efficient, and user-friendly access to SDS for all employees and students, in alignment with OSHA Hazard Communication Standard (29 CFR 1910.1200). Minnesota State prefers a commercially available, fully developed solution that has been successfully implemented in higher education or corporate environments. The resulting contract will be available for use by all Minnesota State institutions on a non-exclusive basis.

Work Details
The proposed online SDS management system must provide:

1) Real-time, 24/7 access to SDS for all employees and students;
2) Full compliance with OSHA regulations;
3) Accessibility through major browsers and mobile devices;
4) Multi-tenant architecture allowing each institution to maintain a separate SDS repository;
5) Role-based access controls for different user types;
6) Compliance with state cybersecurity and data privacy standards;
7) Mobile-responsive design or dedicated apps;
8) Scalability to support all Minnesota State institutions without performance degradation;
9) Implementation support, onboarding sessions, and user training.

The budget for this contract is anticipated to be $30,000 to $40,000 per year.

Period of Performance
The contract is expected to commence on January 1, 2026, and will last for three years.

Place of Performance
The services will be performed across various locations within the Minnesota State system.

Bidder Requirements
Vendors must ensure compliance with applicable state cybersecurity and data privacy standards. They should provide secure user authentication and the ability to integrate with Single Sign-On (SSO). Role-based access controls must be established for different user types including students, faculty, and personnel. Vendors are required to submit a completed Voluntary Product/Service Accessibility Template (VPAT) demonstrating compliance with accessibility standards.