RFI Digital Evidence Management System

The New York State Division of Homeland Security and Emergency Services, Office of Fire Prevention and Control (OFPC), is issuing a Request for Information on a Digital Evidence Management System for fire investigations statewide, with responses due October 15, 2026. This is market research only and does not constitute a commitment to issue a subsequent RFP or IFB; no payment will be provided to respondents.

OFPC seeks vendor input on systems capable of securely collecting, storing, managing, retrieving, retaining, sharing, archiving, exporting, and authorizing disposition of digital evidence including field notes and narrative reports, still images, videos, Unmanned Aerial Systems (UAS) data, and other digital documentation of fire scenes. The RFI requests detailed information across 17 specific inquiry areas: vendor organizational history and comparable prior implementations; platform architecture and capabilities; digital evidence lifecycle management; chain of custody and evidentiary integrity controls; metadata management; role-based user access controls; security and data governance; sharing and redaction functionality; interoperability and API integration; artificial intelligence and automation capabilities; product viability and exit strategy; retention and disposition; training and support services; evidence migration methodology; scalability and disaster recovery; and mobile field access.

Respondents should address whether solutions are cloud-hosted, on-premises, or hybrid. The RFI requests information on pricing structures, licensing models, implementation costs, storage costs, and other recurring or one-time expenses. Vendors must identify proprietary or confidential content clearly; all submitted materials become property of DHSES. Questions should be submitted to procurement@dhses.ny.gov with at least five business days allowed for response. Responses must be submitted electronically to the same address with subject line "RFI Digital Evidence Management System."