RFI Fire Investigation Reporting Management System

The New York State Division of Homeland Security and Emergency Services, Office of Fire Prevention and Control (OFPC) is seeking vendor information on commercially available Fire Investigation Reporting Management System solutions for fire investigations throughout New York State, with responses due November 19, 2026. This is a Request for Information (RFI) intended to inform development of a future RFP or IFB; the RFI does not constitute a binding procurement commitment, and non-response does not preclude participation in any subsequent solicitation.

OFPC conducts, supports, and coordinates fire investigations involving complex incidents with multiple investigators, collaborating agencies, diagrams, interviews, laboratory findings, and extensive investigative documentation. The contemplated system must support the full investigative case lifecycle—from creation and preparation through review, approval, and completion—with standardized templates, supporting-document integration, supervisory review workflows, case-status monitoring, and secure distribution. Investigative records must remain accurate, secure, and complete to support administrative, regulatory, civil, and criminal proceedings.

OFPC is evaluating cloud-based, on-premises, and hybrid hosting solutions. Vendors must address 24 specific information requests covering organizational experience, platform architecture, fire investigation reporting capabilities, case lifecycle management, document handling, record integrity and security, access controls, mobile field capabilities, system integration and APIs, search and analytics functionality, artificial intelligence and automation features, implementation methodology, training and support, scalability and disaster recovery, cost structures and licensing models, data export and portability, and emerging technologies. All State investigation data, reports, attachments, configuration information, and metadata must remain State property; vendors must allow complete data retrieval upon contract expiration, termination, or system replacement to mitigate vendor lock-in.

Responses should be submitted electronically to Procurement@dhses.ny.gov with "RFI FIRMS" in the subject line. All submitted materials become DHSES property subject to Freedom of Information Law; respondents must clearly mark proprietary and confidential content.