400 - 27 - 063 - SDS RFQ

2026-11-03

Objective To procure a vendor who will provide a comprehensive digital Safety Data Sheet ( SDS ) management system for the Indiana Department of Health ( IDOH ). The system must store , organize , update , and allow secure , role - based access to all company SDSs with a robust web interface and mobile - friendly access . The selected vendor will deliver a scalable , secure , and user - friendly SDS management platform that ensures quick access , compliance with OSHA standards , centralized control , and optimized safety data handling for IDOH personnel across all locations , supported by comprehensive training and ongoing technical support . Vendor Core Responsibilities 1 . SDS Data Management • Maintain a centralized , up - to - date record of all SDSs . • Digitally store all company SDSs , including existing paper documents via scanning . • Organize SDS documents systematically by chemical and facility / location . • Automatically update SDS versions when new releases become available . • Archive older versions of SDSs for at least 30 years past the last date of use . • Support uploading of local SDS documents directly from PCs . • Allow creation and management of custom binders / folders ( e . g ., by lab or location ). • Enable storage of custom field data to capture additional IDOH - specific details . 2 . User Access & Security • Provide a secure web - based platform with role - based access controls . • Unlimited general user access for all IDOH employees . • Unlimited administrators with rights to add or edit SDS information . • Unlimited access across all company locations and facilities . • Provide a User Management module to manage accounts , permissions , and data access . • Secure mobile access with unlimited users without additional fees . 3 . Search & Retrieval • Advanced search capabilities by chemical name , CAS number , or other key criteria . • Generate SDS index reports compiling critical hazard and inventory information . • Easy retrieval of SDSs grouped by location , chemical , or regulatory requirements . • Allow unlimited SDS viewing and downloading at no extra cost . • Enable on - demand printing of secondary container labels directly from SDS data . 4 . Compliance & Reporting • Ensure compliance with OSHA ' s Hazard Communication Standard and other applicable regulations . • Generate compliance reports related to chemical inventory , hazards , and regulatory adherence . • Include backup and data recovery solutions to prevent loss of SDS information . 5 . Support & Training • Assist with the initial SDS data input including scanning and data entry . • Provide training resources such as video tutorials and instructional posters on how to use the system . • Access to a responsive emergency call center and technical support during business hours ( 8 AM to 4 PM CST ). • Regular system updates to maintain database currency and security

Indiana

2026-04-08