Pistol License Permitting System (Suffolk County Police Department)

Suffolk County, New York, through its Office of Central Procurement on behalf of the Suffolk County Police Department, is issuing a Request for Proposals (RFP 2026-01) for a modern, secure Software-as-a-Service (SaaS) replacement for its legacy Pistol License Permitting System. The procurement seeks a unified platform to serve approximately 50,000 license holders in the Suffolk County Police Department and approximately 5,000 in the Suffolk County Sheriff's Office with data segregation capabilities. Key deliverables and mandatory requirements include FedRAMP-compliant Microsoft Azure Cloud hosting, CJIS compliance, third-party authentication via OpenID or SAML with Single Sign-On capabilities, SQL Server database utilization, comprehensive pistol permit lifecycle management functionality, user-friendly dashboards, configurable business rules engine, self-service public portal, secure payment processing, audit trails, batch processing, integration with third-party data interfaces including NYS DCJS, NYS Mental Health, NICS, and SCPD systems, and Power BI reporting and analytics integration. The vendor must demonstrate experience serving at least one state-level client with a SaaS firearm permitting solution, ensure zero data loss during migration from the Oracle database (RICI) and SQL database (Impact Records), provide SOC 1/SOC 2 audits, maintain all data and personnel within the United States, and provide on-site personnel at no cost during the nine to twelve-month implementation and design phase. Proposals will be evaluated on General Qualifications (40 points), Proposed Technical Services/Products (40 points), and Cost Proposal/Fee Schedule (20 points). The proposer's conference is scheduled for January 8, 2026, at 11:00 AM via video conferencing, technical questions are due by January 9, 2026, at 3:30 PM, and proposals must be submitted through the Bonfire portal by January 29, 2026, at 3:30 PM. The anticipated contract term begins January 1, 2026, and runs through December 31, 2026, with four optional one-year renewal periods for maintenance and support at the County's sole discretion.

The RFP does not identify specific set-aside designations or restrictions limiting response to particular types of organizations, such as minority-owned, women-owned, or disadvantaged enterprises; however, all bidders must comply with Suffolk County's comprehensive compliance requirements, including living wage law certifications establishing minimum hourly rates of $17.21 per hour with health benefits or $17.36 per hour without benefits, union organizing certifications, non-discrimination standards, and lawful hiring practices under federal law. The solicitation documents do not identify any incumbent vendors or current contractors for this legacy system. Proposers must integrate with existing infrastructure, including data migration from the current RICI system's Oracle database and Impact Records' SQL database while ensuring zero data loss. All proposals must include financial statements certified by an independent CPA, conflict of interest disclosures, litigation and bankruptcy history statements, and compliance certifications notarized and submitted to the Office of Central Procurement. No specific award value or budget range is disclosed in the available procurement documents; however, vendors must submit separate cost proposal PDF files as one evaluation factor, with the understanding that the County will not necessarily select the lowest-cost proposer. The County will require contractors to maintain specified insurance coverage, including Commercial General Liability of $2,000,000 per occurrence and Professional Liability insurance of $2,000,000, with all expenditures subject to audit and potential recovery of overpayments.