Health and Safety management System

Response to clarification;

Q- how many people would you want to have full access to a system to manage all H&S Incidents within WCBC?

A- For full access I would say no more than 20 people.

However, we would need thousands of people to be able to enter an accident on the system as it needs to be accessible to every member of staff.

Response to clarification;

Q- how many people would you want to have full access to a system to manage all H&S Incidents within WCBC?

A- For full access I would say no more than 20 people.

However, we would need thousands of people to be able to enter an accident on the system as it needs to be accessible to every member of staff.

Response to clarificaition;

Q- how many people would you want to have full access to a system to manage all H&S Incidents within WCBC?

A- For full access no more than 20 people.

However, we would need thousands of people to be able to enter an accident on the system as it needs to be accessible to every member of staff.

Prior Information Notice (PIN) – Health and Safety Management System

Wrexham County Borough Council (WCBC) is seeking to engage with the market to better understand the solutions available for the provision of a Health and Safety Management System.

The Council is considering the future procurement of a system to support its Health and Safety Officers and managers in the management, recording, investigation and reporting of Health and Safety-related incidents across the organisation.

Suppliers are invited to express their interest and provide information on solutions capable of delivering the requirements outlined below.

Core Requirements

The proposed system should be able to:

Provide a facility for employees to report accidents, near misses and incidents of violence and aggression.

Maintain a central database of all reported incidents.

Enable relevant managers to undertake desktop investigations of reported incidents.

Allow users to monitor the status of investigations, including identification of investigations that are pending or completed.

Provide advanced search functionality, allowing incidents and investigations to be filtered by criteria such as:

Person involved

Location

Team

Department

Incident type

Allow submitted incident records to be amended where necessary to correct errors or update information.

Generate automatic reminder notifications to managers with outstanding investigations.

Generate automatic notifications to Corporate Health and Safety where a RIDDOR-reportable incident has been identified during the investigation process.

Enable the extraction of detailed management information and reports directly from the system into formats such as Microsoft Excel and Microsoft Word.

Allow supporting documentation, photographs and other evidence to be uploaded and attached to incident and investigation records.

Additional Information Requested

As part of this market engagement exercise, WCBC would welcome information from suppliers on:

Available system functionality and modules.

Hosting arrangements (cloud-based/SaaS solutions preferred).

Reporting and dashboard capabilities.

Integration options with Microsoft 365 and other corporate systems.

User licensing models and indicative costs.

Implementation timescales.

Customer support arrangements.

Experience of working with local authorities or other public sector organisations.

Market Engagement

This Prior Information Notice is being issued as a market engagement exercise only and does not constitute a call for competition. Any future procurement opportunity will be advertised separately in accordance with the Council's procurement procedures and applicable procurement legislation.

SUBMISSION AND TIMESCALES

Please email an overview of your solution to our Category Manager, Clare Roberts (Clare.Roberts@wrexham.gov.uk) by midday on 23 July 2026. Please ensure you submit information that is relevant to the detailed outlined above. Please include the reference 'H&S Management System’ in the subject heading of your e-mail response.

Please Note: This notice is for market engagement purposes only. Any dates, values, costs or timescales stated have been included to enable publication and are not confirmed requirements. The Council is at an early stage of the procurement process and all details are subject to change.