RFI Fire Investigation Reporting Management System

The New York State (NYS) Division of Homeland Security and Emergency Services (DHSES), Office of Fire Prevention and Control (OFPC) is seeking information and collecting input from interested parties regarding a Fire Investigation Reporting Management System (FIRMS) in preparation of a Request for Proposals (RFP) or an Invitation for Bid (IFB).

OFPC is seeking information regarding potential solutions for a Fire Investigation Reporting Management System environment to be utilized by OFPC’s Fire Investigations Branch. OFPC conducts, supports, and coordinates fire investigations throughout New York State. These investigations may involve complex incidents with multiple investigators, collaborating agencies, diagrams, interviews, laboratory findings, and other forms of extensive investigative documentation. The resulting investigative records must be accurate, secure, complete, and capable of supporting administrative, regulatory, civil, and criminal proceedings.

The system must provide a centralized platform for authorized users to create, assign, manage, track, and retain fire investigation reports of varying size and complexity throughout the complete lifecycle. This must include initial case creation, investigator assignment, scene activity, report preparation, supervisory review, approval, closure, reopening, and final retention.

The system must support creation of standardized, professional fire investigation reports consistent with OFPC approved policies and the scientific framework principles for fire and explosion investigations contained in the current edition of NFPA 921 and other applicable standards. [...] The system must provide configurable report templates, structured data fields and narrative sections, checklists, supplemental reports, and agency approved terminology.

The system must provide efficient search and retrieval across active, closed, and authorized historical investigation records. [...] The system must provide configurable workflows reflecting OFPC’s investigation, supervisory, administrative and report approval processes.

The system must provide role-based access controls, configurable user roles and permissions, least-privilege administration, privilege-user controls, and appropriate separation of duties. [...] The system must support secure collaboration among authorized State personnel, regional offices, local fire departments, law-enforcement agencies, prosecutors, laboratories, regulatory agencies, and other approved investigative partners [...].

The system must provide a secure, functional, and user-friendly mobile interface for authorized personnel conducting investigations in the field. [...] The system must provide configurable dashboards, reports, analytics, and supervisory tools that present current and historical information according to the user’s authorization level. [...] The system must support configurable retention schedules, archival requirements, legal or administrative holds, disposition review, approval controls, and documented destruction or deletion consistent with applicable New York State Archives schedules and agency-specific records disposition authorizations.

All State investigation data, reports, attachments, configuration information, and associated metadata must remain the property of the State.

**Method:** Responses to this RFI must be made via **email** to procurement@dhses.ny.gov with the subject line "RFI FIRMS". You may provide the requested information as a completed attachment or in the body of an email.

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP) or an Invitation for Bid (IFB) or a promise to issue an RFP or an IFB. [...] Vendors are advised that DHSES will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense.

Any content that is proprietary and/or confidential must be clearly marked as such in the response. Failure to mark content as proprietary and/or confidential may result in its disclosure in the event a response is the subject of a Freedom of Information request under Public Officers Law Section 87.

Any revisions to the RFI will be posted to the New York State Contract Reporter website (http:///www.nyscr.ny.gov).