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Health and Safety management System

Wrexham County Borough Council

This public procurement record has 2 releases in its history.

PlanningUpdate

17 Jul 2026 at 12:21

UK2 - Preliminary Market Engagement Notice
Planning

25 Jun 2026 at 14:33

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Wrexham County Borough Council is considering a health and safety management system for use across its organisation in Wrexham. The system would support health and safety officers and managers to record, manage, investigate and report accidents, near misses and incidents of violence and aggression. Required functionality includes a central incident database, desktop investigations, investigation-status tracking, advanced searches by person, location, team, department and incident type, record corrections, automated reminders for overdue investigations, and alerts for RIDDOR-reportable incidents. Users should be able to attach documents, photographs and other evidence, and export management information and reports to Microsoft Excel and Microsoft Word. This is an electronic data management system procurement, classified under CPV 48613000.

This procurement is at the planning stage and the Council is conducting preliminary market engagement, not inviting tenders. The expected procurement is a single lot, with an open procedure planned. The indicative contract period is 1 December 2026 to 30 November 2029. The estimated value is £50,000 excluding VAT (£60,000 including VAT). The Council expects the next notice on 30 September 2026, but states that dates, values, costs and timescales are subject to change. Suppliers are asked to email an overview of their solution for the market engagement by 23 July 2026. The Council particularly wants information on functionality, hosting, reporting, integrations, licensing, implementation, support and public-sector experience.

The requirement is likely to suit software suppliers offering cloud-based or SaaS health and safety incident-management systems, particularly those with configurable workflows for reporting, investigation, approval, reminders and statutory escalation. Strong candidates will be able to provide secure central records, role-based access, powerful filtering, dashboards, document and image storage, and straightforward exports for management reporting. The system should support broad access for thousands of employees to submit accidents, while enabling no more than around 20 full-access users to manage incidents and investigations. Suppliers should be prepared to explain Microsoft 365 and other corporate-system integrations, licensing models, implementation approach and customer support. Experience delivering systems to local authorities or other public-sector organisations will be relevant, as will familiarity with RIDDOR reporting requirements.

How relevant is this notice?

Notice Information

Notice Title

Health and Safety management System

Notice Description

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.

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06bd35
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/067756-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48613000 - Electronic data management (EDM)

Notice Value(s)

Tender Value
£50,000 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
17 Jul 20261 months ago
Submission Deadline
Not specified
Future Notice Date
30 Sep 20262 months to go
Award Date
Not specified
Contract Period
1 Dec 2026 - 30 Nov 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Wrexham County Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WREXHAM
Postcode
LL11 1AR
Postcode Area
Llandudno
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL3 North Wales
Small Region (ITL 3)
TLL34 Flintshire and Wrexham
Delivery Location
TLL23 Flintshire and Wrexham
Local Authority
Wrexham
Electoral Ward
Grosvenor
Westminster Constituency
Wrexham

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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