Project Overview and objectives
The University of Ottawa seeks to acquire a robust and scalable incident reporting solution to strengthen its campus security. The goal of this initiative is to modernize and streamline the reporting, tracking, and management of safety and security incidents across the University’s campuses.
The University of Ottawa's incident reporting system is used to provide campus security to approximately 6,500 employees and 45,000 students when at full capacity. The system supports the creation of incident reports, dispatch coordination, escalations, report reviews and approvals. The Protection Services team is currently comprised of approximately (numbers subject to change):
- 40 Protection Service Agents;
- 6 Dispatchers;
- 4 Investigators;
- 5 Shift Supervisors;
- 5 Managers;
- 2 System Administrators.
Approximately, 6000 incident reports are generated annually in the system, with 20 to 25 concurrent users connected to the system daily.
Project Scope
The University is seeking to enter in an agreement with a Proponent to deliver the following.
- Implement and maintain a secure and robust incident reporting solution accessible via both mobile and desktop platforms, ensuring protection agents access incident reports directly from the field.
- Configure workflows to manage incident intake, reporting, review, escalation, and closure, with audit logs.
- Enable user authentication through the University’s Single Sign-On (SSO) solution.
- Provide analytics and reporting dashboards that enable trend analysis, incident categorization, and insights for proactive safety measures and resource allocation.
- Implement role-based access controls to ensure data integrity and compliance with legal and privacy requirements (e.g.: officers cannot edit reports after submission, officers can only view their own reports).
- Deliver a responsive interface compliant with accessibility requirements under the Ontarians with Disabilities Act, 2001 (ODA), and Accessibility for Ontarians with Disabilities Act, 2005 (AODA), including all applicable regulations and amendments.
- Ensure integration capabilities with existing campus systems.
- Enable secure attachment of supporting evidence and documentation such as photos, videos, and witness statements within incident reports
- Provide production and non-production environments (development, QA, and training) to support system rollout and ongoing operations.
- Offer comprehensive technical support and Service Level Agreements (SLAs), including defined response and resolution times and escalation procedures.
- Deliver user training and knowledge transfer for administrators, dispatchers, protection agents, and other stakeholders, along with ongoing access to self-paced training and refresher materials.
- Provide maintenance and support services covering the contracted period (an initial 5-year term with up to five additional one-year extensions, totaling 10 years), including patches, upgrades, and continuous monitoring.
- Other current capabilities
Whenever possible, the Proponent shall confirm whether the solution currently offers the following functionalities and provide a clear description of each feature/module:
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- Artificial Intelligence (AI) capabilities;
- Speech-to-text functionality;
- Enterprise Risk Management (ERM) – supports governance-level risk oversight, compliance tracking, and strategic risk assessment.
This requirement section m. will not be scored as part of the evaluation criteria; however, Proponents must include any associated costs for proposed functionalities in the Appendix C - Pricing Form. The University reserves the right to accept, reject, or request modifications to proposed functionalities. During the term of the agreement, the University may choose to add additional modules and or functionalities if it deems necessary.
As a bilingual institution (French and English), the University prefers solutions that support both languages. Solutions that do not fully meet this preference will still be considered; however, bilingual capability will be evaluated as part of the scoring process and will be weighted favorably.
Precision: As per the University’s policy, administrative interfaces can be unilingual, but all end-user interfaces (client facing) must be bilingual (French & English).
For visibility on this opportunity, please download the documentation.
