Use this RFP to evaluate incident platforms built for industrial EHS

This buyer’s checklist helps EHS, operations, and risk leaders evaluate incident management systems for regulated industrial environments. It maps the full lifecycle—from capture and triage through root-cause, CAPA, OSHA recordkeeping, and lessons learned—while ensuring collaboration routing, contractor controls, and audit readiness.

• Industrial scope: manufacturing, pharmaceuticals, consumer goods/packaging.

• Core references to verify in demos: incident tracking and dashboards in an EHS Control Center; automated research and evidence generation with an AI agent like Rosella; continuous regulatory tracking and crisis orchestration via Continuous Compliance; and certification workflows aligned to ISO 45001/9001/14001 via Certification Automation.

Required capabilities across the incident lifecycle

• Intake and triage

• Multi-source capture: desktop, mobile, QR, email; attach photos, video, sensor data; time/location stamps.

• Near-miss, hazard, injury/illness, environmental release classification with configurable severity matrices and PSIF/SIF exposure tagging.

• Automated routing by site, craft, shift, or risk; SLA timers and reminders in collaboration tools such as Slack and Microsoft Teams.

• Investigation and corrective actions

• Structured root-cause analysis workflows; link causes to corrective and preventive actions (CAPA); verification-of-effectiveness checkpoints; evidence attachments via Google Docs automation.

• AI-assisted research and evidence assembly for audits using Rosella.

• OSHA recordkeeping (U.S.)

• Support for OSHA Forms 300, 300A, 301; privacy case handling; multi-establishment roll-ups; export to regulator-ready formats; due-date orchestration with Google Calendar.

• Permit-to-work and contractor controls

• Digital permit-to-work request/approval, isolation/LOTO pre-checks, hot work and confined space checklists; link to contractor onboarding status and insurance verification using Contractor Onboarding and COI automation.

• Regulatory change and compliance mapping

• Continuous monitoring of federal/state rules; auto-alerts and task creation, as described in Features and Continuous Compliance.

• Training and workforce data

• Sync completions, certifications, and roles from HRIS: Workday, BambooHR, ADP.

• Collaboration and routing

• Two‑way sync with Trello for CAPA tasks; threaded discussions and decisions captured in Slack/Teams with full audit trails.

• QMS/regulated environments

• Deviation/CAPA/change control linkage for pharma; data integrity and audit trails consistent with principles referenced in Pharmaceutical Compliance.

• Analytics and ROI

• Trend analyses by site/line/contractor; PSIF precursors; leading/lagging KPI dashboards; quantified value tracking tied to time saved and avoided losses via ROI dashboards.

• Finance/ERP context (optional but valuable)

• Tie incident costs to ERP/finance systems: NetSuite, QuickBooks, Sage.

RFP question bank and evidence to request

Use these prompts to solicit verifiable demos and artifacts. Copy this table into your RFP and assign priorities.

Demo script for apples‑to‑apples vendor evaluations

Run the same scenario with every vendor to compare depth and effort: 1) A contractor reports a near‑miss involving a temporary guard removal on a packaging line. The system:

• Captures the report on mobile with photos and PSIF exposure tag; routes to the site EHS lead via Slack/Teams. 2) The EHS lead launches an investigation:

• Performs root‑cause analysis; opens CAPA with due dates; tasks sync to Trello; evidence captured to Google Docs. 3) Compliance outputs:

• Generates OSHA 300/301 entries; schedules 300A posting and reminders on Google Calendar. 4) Contractor controls:

• Verifies contractor onboarding status and COI are current; blocks permit-to-work issuance if non‑compliant until resolved. 5) Analytics and ROI:

• Displays leading indicators (PSIF precursors) and quantifies avoided downtime/cost using ROI dashboards. 6) Regulatory change (bonus):

• Show a recent rule update auto‑creating tasks and linking to the incident CAPA for comprehensive traceability.

Reference links for scenario mapping: EHS Control Center, Rosella, Continuous Compliance, Trello integration, Google Docs, Google Calendar, Onboarding, COI, ROI.

Scoring rubric

• Functional fit (35%): Lifecycle coverage; OSHA logs; CAPA depth; PSIF/SIF analytics; permit-to-work linkages.

• Integration & routing (25%): Slack/Teams, Trello, Google Docs/Calendar; HRIS sync; ERP/finance tie‑outs.

• Compliance & auditability (20%): Regulatory change management; audit trails; pharma/QMS alignment and data integrity.

• Usability & adoption (10%): Mobile UX; configuration without code; role‑based dashboards.

• ROI & time to value (10%): Implementation effort; measurable time savings and avoided loss tracking.

Data, integrations, and governance requirements

• Integrations to include at minimum: Slack, Microsoft Teams, Trello, Google Docs, Google Calendar, Workday, BambooHR, ADP, NetSuite, QuickBooks, Sage. See the full integration catalog.

• Evidence and reporting: Automated document generation and synchronized updates via Google Docs; centralized audit logs as described in Features.

• Industry alignment: Manufacturing and packaging workflows with supplier/contractor visibility (Manufacturing, Packaging); pharma QMS linkage and data integrity (Pharma).

How to export this checklist

• CSV: Copy the table above and paste into your spreadsheet tool; save as CSV for distribution.

• Document: Paste the sections into a template and auto-generate an RFP document using Google Docs integration.

• Calendar & tasks: Convert due dates and milestones into events via Google Calendar and route action items into Trello or Slack.