Safety Data Sheet (SDS) Management

Background
The Virginia Community College System (VCCS) is seeking proposals for a Commercial Off-the-Shelf (COTS), web-based, vendor-hosted Safety Data Sheet (SDS) Management software. This initiative aims to ensure compliance with Occupational Safety and Health Administration (OSHA) regulations requiring access to Safety Data Sheets at all times, particularly in emergencies.

The VCCS consists of twenty-three community colleges across Virginia and has utilized various SDS management tools for several years. Each college currently maintains its own separate database, and the goal is to integrate these into a unified solution.

Work Details
The selected vendor will provide a comprehensive SDS Management software solution that includes:
1. A responsive design compatible with various devices (iOS, Windows, Android, Mac).
2. Cloud-based product administration that does not rely on client-based applications or on-premises software.
3. Integration of existing data from current systems, which includes over 2500 non-unique chemicals.
4. A comprehensive cloud-based database of manufacturer safety data sheets with the ability to upload end-user SDS.
5. Periodic automatic updates to SDS with user notifications of changes.
6. Capability for Globally Harmonized System (GHS) label replacement printing.
7. User-defined roles with customized security access for multiple role layers.
8. Training programs offered in virtual, in-person, or hybrid formats.

Period of Performance
The contract term is five (5) years with the option for five (5) three-year renewals at the discretion of VCCS or as negotiated.

Place of Performance
The services will be performed across various locations within the Virginia Community College System, which includes twenty-three colleges and two central agencies located throughout Virginia.

Bidder Requirements
Bidders must comply with all applicable laws and industry standards related to privacy and data security, including but not limited to FERPA and HIPAA regulations. Vendors must also provide proof of compliance with Payment Card Industry Data Security Standards (PCI DSS) if applicable and confirm their SOC 2 Type II certification or equivalent.