The software is located in the field of occupational health management (BGM) and will be used by 700 employees within the administration.

The EHS software must support those responsible in organizing and carrying out these tasks with the help of a consistent and individually definable authorization and role concept. With the help of the software, a clear monitoring and delegation of tasks, duties and appointments must be made possible. Furthermore, it must be possible to provide audit-proof and time-accurate documentation as well as the generation of statistics at the push of a button. The EHS management software must also support those responsible in carrying out internal and external audits.

The prerequisite is that the EHS management software works in modules that are linked to each other and can thus access the data among each other. In addition, the modules should be individually expandable at any time. The modules are intended to map risk assessments and the appropriate operating instructions and to derive measures from them. It should also be possible to present hazardous substances with the help of a hazardous substances register.

Furthermore, instructions must be coordinated and managed through the distribution of roles. The instructions work via an e-learning system. Instruction certificates are created for documentation purposes and can be printed or saved.

All contents of the EHS management software comply with the current legal requirements and are updated regularly and in the event of legal changes by the manufacturer. In addition, the company's own internal instruction topics must be entered or imported.

Accident reports must be recorded via a separate module from the point of view of data protection law and processed in an audit-proof manner for statistical purposes (e.g. accident statistics, etc.).

The coordination of occupational health precautions is also carried out via a separate module.

All data protection requirements are met (protection of sensitive personal data or data of certain groups of persons) and certification in accordance with the GDPR is available.

1. Licenses:

The city of Neuwied has 750 employees and needs licenses for 700 users. There is no distinction between using the license for access, web client or mobile app for IOS. All three client variants are mandatory part of the offer and can be used by any licensed user at will.

There is no restriction or price adjustment due to the number of objects stored in the system (e.g. Instruction certificates, documents, etc.).

2. Interface:

In addition, a general import interface is included, with which different file formats, such as CSV, XML, can be imported. In particular, this is intended to ensure that existing risk assessments drawn up in Excel can be transferred to the system. Please enclose an overview of all other interfaces that your system currently offers.

3.Schulungen:

Please explain your training concept and provide a cost and effort estimate for:

• Training for administration

• Anwenderschulungen

Offer a multiplier training for a small group of participants in the administration (maximum 8 people). We do not intend to have every employee trained by the contractor.

4. Software Maintenance and Support:

The total price for software maintenance and support must be stated in the price sheet. We require the following support hours:

• Monday to Friday between 8:00 a.m. and 4:00 p.m.

• The response time is 4 hours.

For easier problem solving or troubleshooting, the contractor can, if required, connect to the client's workstation computer or server via remote access via Teamviewer or similar product. Help and support are provided in German. The paid software maintenance includes all software costs for updates, upgrades and releases.

5. Documentation

The documentation is available in German.