New York State Contract Reporter #2140135

RFI for Fire Investigation Reporting and Case-Management System

New York DHSES is gathering market information on fire-investigation reporting and case-management systems for its Office of Fire Prevention and Control. - Buyer: New York State Division of Homeland Security and Emergency Services (DHSES), Administration, through the Office of Fire Prevention and Control (OFPC), Fire Investigations Branch. - Request: Information on commercially available systems that support the fire-investigation case lifecycle, from intake and assignment through investigation, reporting, review, approval, closure, retention, retrieval, and authorized sharing. - Products and quantities: No specific products, OEMs, vendors, part numbers, or purchase quantities are named. The RFI concerns a potential software solution; it does not commit the State to a purchase. - Capabilities sought: Configurable report templates and workflows; management of narratives, amendments, attachments, interviews, evidence, diagrams, and laboratory findings; mobile and offline field access; search, dashboards, analytics, notifications, and multi-agency collaboration; and integrations with state, local, and enterprise systems. - Notable requirements: Vendors are asked to address deployment choices, data migration, APIs and data exchange, implementation, training, support, scalability, availability, backups, and disaster recovery. Security topics include role-based access, encryption, audit trails, document integrity, records retention, and legal holds. The State emphasizes ownership and portability of its data, including an exit strategy to reduce vendor lock-in. - AI considerations: AI-assisted transcription, search, drafting, completeness checks, and redaction may be considered, but qualified personnel must remain responsible for substantive investigative findings and final approvals. - Commercial information: The RFI requests licensing, pricing, and total-cost-of-ownership information; no contract value is stated.

Description

The New York State Division of Homeland Security and Emergency Services, Office of Fire Prevention and Control, is seeking information about commercially available fire investigation reporting and case-management systems for its Fire Investigations Branch. The contemplated system would support the investigative case lifecycle, including creating, reviewing, approving, preserving, organizing, retrieving, and securely sharing investigation reports and supporting documentation. The RFI seeks information on system capabilities, technology and hosting options, integration, security, implementation, support, and pricing to inform potential future procurement. This is an information-gathering request only and does not commit the agency to issue a solicitation or award a contract.

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