Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP - PD-25-605

Polygraph Examination Services

Polygraph Examination Services | RFP - PD-25-605 |

Template v3.14.25 | 1

Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach (City) is seeking proposals from qualified professionals, teams, and firms to provide comprehensive pre-employment polygraph services for the Long Beach Police Department (LBPD).

Key Dates

Release Date: June 10, 2025

Questions Due to the City: 11:00 AM (PST) June 24, Proposals Due: 11:00 AM (PST) July 22, 2025

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Rachel Yos rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

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Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

Polygraph Examination Services | RFP - PD-25-605 |

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Contents

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City of Long Beach (City) is seeking proposals from qualified professionals, teams, and firms to provide comprehensive pre-employment polygraph services for the Long Beach

Police Department (LBPD). The awarded contractor(s) will be engaged on an as-needed basis to perform polygraph examinations for prospective Police Recruits, Public Safety

Dispatchers, and Armed Security Officers. The primary objective of this procurement is to support LBPD in ensuring that all candidates meet the necessary qualifications and standards set forth by the Peace Officer Standards and Training (POST).

The City intends to establish a roster of qualified contractors who will perform pre-employment polygraph examinations, which are a crucial part of the investigative process for law enforcement candidates. The selected contractor(s) will represent the City’s interests, provide expert analysis, and ensure that all examinations meet the legal and regulatory requirements for hiring within law enforcement. The services provided by the contractor(s) will play a key role in maintaining the integrity and professionalism of the

LBPD and other City public safety departments over the term of the agreement.

1.2 Background

The LBPD is a dynamic law enforcement agency dedicated to maintaining public safety and upholding high standards of professionalism and integrity.

The City requires reliable and professional pre-employment polygraph services to support

LBPD’s rigorous candidate screening process. As part of the department’s efforts to maintain high standards of integrity, professionalism, and public trust, polygraph examinations are a critical component in evaluating the suitability of applicants for positions such as Police Recruits, Public Safety Dispatchers, and Armed Security Officers.

The City seeks to gather a roster of qualified providers to meet this need efficiently.

Establishing a pool of experiences contractors will ensure that LBPD and other public safety departments have timely access to expert polygraph services that comply with Peace

Officer Standards and Training (POST) requirements. This procurement seeks to address current gaps in service delivery, mitigate delays in hiring, and uphold the City’s commitment to lawful, thorough, and accountable public safety hiring practices.

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1.3 Goals

The goals of the service provided by this RFP are to:

• Improve the Efficiency and Timeliness of the Hiring Process: Ensure polygraph examinations are scheduled, conducted, and reported within a standardized time frame (e.g. within 2 business days of examination completion), to prevent delays in on-boarding qualified candidates for critical public safety positions.

• Ensure Consistent, Legally Compliant, and High-Quality Examinations: Deliver all polygraph services in accordance with POST standards and applicable legal requirements, using validated techniques and standardized reporting formats to support fair and defensible hiring decisions.

• Enhance the Integrity and Effectiveness of Candidate Screening: Support the

LBPD’s efforts to maintain a high-integrity workforce by identifying potential risk factors or inconsistencies early in the hiring process, contributing to improved candidate vetting and public safety outcomes.

1.4 Award Terms

Contracts will be for a period of two years, with the option to renew for three additional one-year periods, for a total contract term not to exceed five years. Multiple awards will be made, with the intention of ensuring flexibility and capacity to meet the LBPD’s needs.

2 Scope of Work

2.1 Description of Services

2.1.1 Polygraph Formats

Contractor shall be able to conduct comprehensive pre-employment polygraph examinations for applicants for sworn law enforcement positions. These examinations must cover the same topics and questions as those in a standard LBPD background investigation. Contractor must be willing to adjust any standard format used, if specific needs are required/requested by the City.

2.1.2 Certification and Background

All examiners must be certified and insured polygraph professionals with a verifiable background in law enforcement, specifically in criminal issue testing, internal investigations, and pre-employment testing.

2.1.3 Capacity

Contractor must be capable of conducting a minimum of five examinations per day and have the capacity to complete up to twelve examinations per day during time-sensitive

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 6 police recruit hiring periods. Due to the format of the LBPD hiring process, a contractor must be capable of conducting as many as 100 to 125 examinations within a two-month period. As American Polygraph Association (APA) guidelines limit any individual examiner to performing no more than five examinations per day, contractor would need to employ a minimum of three examiners to meet agency needs.

2.1.4 Required Facilities

Contractor must maintain, or have continual access to professional office facilities, to meet with applicants and conduct all examinations. These facilities must include a private waiting room or intake area, as well as a separate, private examination room(s).

2.1.5 Video Recording

Contractor will conduct a video recording of each examination. Digital copies of the recorded exam must be provided to the agency upon request.

2.1.6 Fees

Contractor must specify a flat fee for a standard pre-employment polygraph examination.

In addition, the contractor must clearly identify any and all additional fees, including but not limited to charges for “specific issue” retesting, “no show” appointments, late cancellations, travel-related costs (if applicable), expedited services, after hours and weekend testing, and any administrative or processing fees. All pricing must be comprehensive and transparent, with no hidden or undisclosed charges, to allow the City to accurately assess the total cost of services.

2.1.7 Confidentiality

Contractor, along with all employees, subcontractors, or affiliates who will have access to any polygraph examination reports, candidate information, or related materials for the City of Long Beach, shall be required to sign and adhere to a confidentiality agreement. This agreement will ensure the protection of sensitive information and compliance with all applicable privacy, legal, and ethical standards. Failure to comply with the confidentiality requirements may result in immediate termination of the contract.

2.1.8 Deliverables

Contractor shall provide the results of each examination in a clear, organized narrative format that outlines all areas of questioning covered during the examination. Contractor must be capable of delivering electronic copies of all examination reports and associated questionnaires to the City, as needed.

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DELIVERABLE DESCRIPTION DUE

DATE/FREQUENCY

ACCEPTANCE

CRITERIA

1. Polygraph

Examination

Reports

Detailed narrative reports summarizing the results and key findings of each polygraph examination.

Within 2 business days of examination completion

Report must be clear, accurate, and submitted in the agreed-upon format.

2. Monthly

Performance

Reports

Summary of key performance metrics, including the number of examinations completed, compliance with timelines, and any service feedback or satisfaction metrics.

Quarterly Reports must be submitted on time, be complete, and align with established performance metrics.

3. Video

Recording of

Examinations

High-quality video recordings of each polygraph examination, when requested by the

City.

For each examination (as requested)

Recording must meet audio/visual quality standards, and made available upon request.

APPENDICES

Pro-Forma Agreement: Non-Design

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City, and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

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METRIC DESCRIPTION TARGET DATA SOURCE

1. Number of examinations completed per month

Tracks the number of polygraph examinations completed daily to ensure the contractor can meet required testing volumes, especially during peak recruitment periods.

Minimum 5 examinations per day; up to 12 examinations per day during peak periods.

Contractor’s examination log.

2. Timeliness of

Report

Submission

Measures how quickly the contractor submits polygraph examinations results following completion. Timely reporting supports uninterrupted progress in the hiring process.

Results submitted within

2 working days of examination completion.

Report submission timestamps.

3. Examiner

Availability

Assesses the contractor’s ability to provide sufficient certified examiners to meet the City’s demands, particularly during high-volume hiring periods.

Minimum of 3 certified examiners available to conduct up to 12 exams per day as needed.

Contractor’s staffing schedule and availability records.

4. Compliance with Legal and

Regulatory

Standards

Ensures all polygraph examinations are conducted in full compliance with the State of

California and City regulations, including confidentiality, consent, and procedural requirements.

100% compliance with all legal applicable legal and regulatory standards.

City audits, legal reviews, and compliance inspections.

5. Reporting

Consistency and

Completeness

Verifies that all examination reports are thorough, consistent, and include all required information in the

City’s standardized format.

100% of reports meet formatting and content standards.

City review of submitted reports.

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6. Video

Recording

Quality and

Availability

Measures the quality and accessibility of video recordings of examinations to ensure they are suitable for review, quality control, or audit purposes.

100% of requested examinations are recorded with clear audio/video.

Periodic video quality reviews by City staff.

2.2.2 Contract Management

Communication and Management: The successful implementation of these contracts will be a collaborative effort between the City and the Awarded Contractor(s). The City’s designated contract manager will play a vital role in overseeing the process, ensuring clear communication, and fostering a positive and effective partnership. Regular meetings, scheduled at least monthly or as needed, will include the Contractor, City representatives, and relevant stakeholders such as HR and law enforcement teams. These meetings will serve as a platform to track progress, address challenges, and discuss potential adjustments to keep the contract on course. A detailed table of deliverables, developed as part of this RFP, will be used as a tool to track milestones and progress. The City’s approach will prioritize transparency, ensuring the Contractor has all the necessary information to succeed. To ensure smooth coordination, a kick-off meeting will be held with all relevant staff from both parties, and key City personnel will be oriented on the contract’s goals and expectations. This ongoing communication will not only help the Contractor meet goals but also allow for early identification and resolution of issues to maintain the success of the contract.

Performance Reports: To effectively monitor and manage performance against the established metrics, the Contractor will provide comprehensive performance reports on a regular basis. These reports will include critical data, such as the number of examinations completed, timeliness of report submissions, adherence to regulatory standards, and the quality of video recordings. The reports will be delivered as noted on the Performance

Metrics section of this RFP. The reports will summarize progress and highlight areas for improvement. The City will ensure that all relevant officials, including the designated contract manager, have the information needed to track progress effectively. If any performance issues arise, they will be communicated clearly, and appropriate corrective actions will be taken. In addition, poor performance will be documented and reported to

Purchasing to inform future contracting decisions. Data should be provided in a format that allows easy analysis and decision-making, with specific data cuts as requested to provide deeper insights into performance trends.

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2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed.

3 How We Choose

3.1 Minimum Qualifications

To be eligible for this procurement, Proposers must meet the following minimum qualifications:

• Qualification to Conduct Business in the City of Long Beach o The proposer must be legally registered to do business in the City of Long

Beach and must be able to provide evidence of such registration upon request.

• Debarment Status o The proposer must not have been debarred or suspended from doing business with the Federal, State, or local government. A statement clarifying this must be provided.

• Mandatory Experience o Proposers must have a minimum of five years of demonstrated experience in conducting polygraph examinations, specifically for law enforcement agencies. This experience must include performing pre-employment polygraph screenings in a law enforcement context and handling confidential and sensitive information.

• References o Proposers must provide at least three references from previous clients in law enforcement or government agencies who can speak to the proposer’s ability to perform polygraph services, maintain confidentiality, and meet deadlines for large-scale polygraph examination projects.

• Licenses and Certifications o Proposers must possess the following:

▪ Certification as a polygraph examiner by a recognized organization

(such as the American Polygraph Association).

▪ Proof of current liability insurance for polygraph examination services.

▪ All examiners employed by the proposer must meet the State of

California’s requirements for polygraph examiners.

• Compliance with State and City Regulations

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 11 o The proposer must comply with all applicable laws, regulations, and policies of the State of California and the City of Long Beach, including those governing polygraph examinations, confidentiality, and background investigations.

• Proximity o All examiners should maintain a full-time, professional office location where exams are conducted in person. The proposer should be located within two hours’ driving distance of the City of Long Beach, based on typical traffic conditions. Travel time may fluctuate depending on the time of the day.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Demonstrated competence

• Experience in performing polygraph examinations for law enforcement agencies

• Expertise and availability of key personnel

50%

2. Method of Approach

• Understanding of the pre-employment polygraph screening requirements

• Ability to meet the minimum capacity of examinations (5-12 per day)

• Ability to provide results in an organized, narrative format

• Adherence to confidentiality agreements and relevant policies

• Flexibility to adjust polygraph examination formats based on specific needs of LBPD

• Maintaining and utilizing professional office facilities for secure and private examinations

• Ability to manage and handle large volumes of polygraph exams during high-demand periods.

20%

3. Communications & Reporting

• Timeliness of reporting results and examination data

• Clear communication of findings and recommendations to the City of

Long Beach

20%

4. Reasonableness of Cost 10%

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3.3 Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business.

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations that are funded in full or in part by tidelands funds. The local preference may not apply to solicitations that are funded in full or in part by certain grant, federal, or State of California funds.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME (PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date June 10, 2025

Questions due to the

City

11:00 AM (PST)

June 24, 2025

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A July 8, 2025 • Responses to the questions will be posted on LongBeachBuys.com.

Proposals due 11:00 AM (PST)

July 22, 2025

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 13 submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the City during normal business hours at

LBPurchasing@longbeach.gov or

(562) 570-6200.

Evaluation of Narrative

& Cost Proposals

July - August 2025 • An Evaluation Committee will review

Narrative & Cost Proposals to select the proposal that best meets the needs of the City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews TBD • Interviews with the contractor's point of contact are planned as part of the evaluation to better acquaint ourselves with their services and address any remaining questions during the RFP process for polygraph services.

Additionally, site visits may be conducted if necessary to further assess the contractor’s operations and ensure alignment with our requirements.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing mailto:LBPurchasing@longbeach.gov

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Contractors unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the

City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed non-responsive.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal should be prepared using the following guidelines:

• Itemization of costs

Proposers should clearly itemize all costs under the following categories:

a) Flat Rate per Polygraph Examination: Provide a single, all-inclusive rate for each polygraph examination. This rate should include all associated services, such as the examination questionnaire, examiner notes, video recordings, and final examination report.

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b) “Specific Issue” Retesting Fees: Indicate the cost for administering additional examinations that address specific issues identified during the initial test.

c) “No Show”/Late Cancellation Fees: Specify any applicable fees for candidates who fail to attend their scheduled examination or cancel without sufficient notice.

d) Additional Fees (if applicable): List any other charges not covered in the categories above (e.g. after hours and weekend testing fees). If there are no additional fees, indicate N/A in this section.

• Time Period

The proposal must include a breakdown of costs based on the anticipated volume of services over a defined time period, with an examination capacity. Proposers should provide:

a) Testing location: Specify the location(s) where the examinations will be conducted.

b) Maximum number of exams per day: Indicate the maximum number of polygraph examinations the proposer can complete in a single business day.

c) Estimated Timeline for 125 Examinations: Provide an estimate of the number of weeks required to complete 125 polygraph examinations, particularly during periods of increased demand.

• Format

Proposers must submit their Cost Proposal using the required bid form provided by the City of Long Beach. The

City does not allow mark-ups on other direct charges, including those for sub-consultants. Hourly rate charges must remain valid for the entire term of the agreement, and any changes in staff classifications or hourly rate charges require advanced written approval from the City.

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

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• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ D. W-9

☐ E. Business License

☐ F. Proof of Registration with the California Secretary of State

☐ G. Certificates of Insurance (see Section 5.3 Contract Terms and Conditions)

☐ H. Faithful Performance Bond

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

☐ Conformation of Attachments | Ensure you have checked ALL the attachments in

Long Beach Buys and have confirmed that all the required documents have been uploaded and labeled correctly.

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

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Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

Note: An out-of-state Contractor must register with the State of California

Secretary of State before a contract can be executed.

(http://www.sos.ca.gov/business/).

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time your organization has been providing polygraph examination services to law enforcement or government agencies. (1-3 sentences)

Can you provide examples of similar engagements where your organization successfully conducted pre-employment polygraph screenings? Please include the scope of the project and the number of examinations completed. (2-4 sentences)

What experience does your organization have in handling high-volume polygraph examinations, such as those required by the

City of Long Beach, where 100-125

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 18 examinations may be conducted within a two-month period? (2-3 sentences)

How many employees does the organization have in total both locally and nationally?

Specify the number of full-time and part-time employees residing in Long Beach.

Where are the representative(s) that would service the City’s account located?

Please provide an overview of the staffing plan for this project, including the names, titles, and roles of key personnel involved.

For each key staff member include a brief description of their relevant experience (1 paragraph) or attach their resume.

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

Phone Number

Project Description

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Reference 5

Company

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

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Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

Please provide an overview of the staffing plan for this project, including the names, titles, and roles of key personnel involved.

For each key staff member, please specify the percentage of their time allocated to this project and include a brief description of their relevant experience (1 paragraph) or attach their resume.

Method of Approach

1. Please provide a brief summary of your proposed solution for delivering polygraph examination services to the City of Long Beach. Your response should outline the approach you will take to ensure that all examinations are conducted in compliance with the scope and requirements specified in this RFP. This should include how you will manage the volume of exams, the qualifications and experience of your examiners, and how your team will ensure efficiency, accuracy, and confidentiality throughout the process. Additionally, describe how your method will allow for flexibility to meet the City's needs during high-demand periods.

2. Approach to Achieving Outcomes:

Please explain the logic model for how your organization will achieve the desired outcomes as outlined in this RFP. Specifically, describe how your polygraph examination process will meet the City of Long Beach’s needs for accurate, timely, and comprehensive pre-employment screenings. Include details about the steps you will take, the roles of key personnel, and the methods you will use to ensure

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 21 that each examination produces reliable, actionable results that align with the

City’s requirements for law enforcement pre-employment evaluations.

3. Proposed Workplan and Timelines:

Please summarize your proposed workplan for delivering polygraph examination services to the City of Long Beach. Include key milestones and timelines for each phase of the project, from initial scheduling to the completion of examinations and delivery of results. Ensure that your workplan addresses how you will handle high-volume periods, such as the completion of 100-125 examinations within a two-month period, and how you will maintain efficiency, accuracy, and compliance with all requirements throughout the process.

4. Evaluation of Proposal Against Objectives (Based on Metrics). Please answer the following:

a) How will you ensure a minimum of 5 examinations per day, and up to 12 during peak periods? Describe your staffing and scheduling approach.

b) How will you ensure results are submitted within 2 days of completion, especially during high-volume times?

c) How will you maintain the availability of at least 3 certified examiners to handle up to 12 exams per day during peak times?

d) How will you ensure full compliance with California and City regulations, including confidentiality and consent?

e) How will you ensure all reports are consistent, complete, and meet the City’s standardized format?

f) How will you ensure all examinations are recorded with clear audio/video and accessible for review?

5. Risk Mitigation and Addressing Challenges. Please answer the following:

a) How do you plan to handle sudden increases in demand for examinations, such as during peak hiring periods, to ensure there are no delays?

b) In the event of equipment failure or technical issues during an examination, what procedures will you have in place to ensure minimal disruption and maintain quality?

c) How will you adjust your staffing levels to address unexpected challenges, such as examiner availability or scheduling conflicts?

d) If changes in legal or regulatory requirements occur during the contract term, how will you adapt your processes to stay in compliance?

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e) What systems or protocols will you implement to ensure that all sensitive data, including exam results and video recordings, is securely managed and protected?

6. What specific support, resources, or information will you require from the City to ensure the successful implementation and execution of the polygraph examination services contract? Please outline any expectations regarding coordination, access to facilities, or other essential elements needed for effective service delivery.

Communications & Reporting

1. Please explain the data and reporting systems you will use to regularly evaluate the performance of the polygraph examination services. Are there any additional or alternative performance metrics you recommend tracking? How will this data be used to manage the program, and can you provide examples of how you have successfully used data and reporting systems for program management in previous contracts?

2. How will you supervise the employees responsible for conducting the polygraph examinations to ensure high-quality service delivery and compliance with all requirements? Please describe your approach to managing and overseeing front-line examiners.

3. How will you report on performance and coordinate with the City to ensure the successful implementation of the polygraph examination services? Please describe your approach to regular communication, reporting, and working with the City to meet the objectives outlined in the RFP.

4. If other stakeholders are involved in the implementation of the polygraph examination services, how will you collaborate with these groups to ensure smooth coordination and successful execution of the contract?

5. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of Long Beach, Police Department

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. May: Indicates something that is not mandatory but permissible.

7. RFP: Request for Proposals.

8. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a proposal as non-responsive.

9. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

10. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 24 any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal.

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

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13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other

Contractor or prospective Contractor.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal.

All proposals must be made in good faith and without collusion.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded

Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

20. In the event a Proposer received assistance from City staff or a representative of the City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

21. Proposal will become public record after the Notice of Intent to Award has been posted and the protest period has closed unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 26 indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors the

Proposer intends to use, and outline the contractual relationship between the

Proposer and each subcontractor. An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the

Proposer’s obligations.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the

Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 27 the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any

Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential until the Notice of Intent to Award has been posted and the protest period has closed.

33. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long

Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

34. All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance

Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

35. Independent contractors or employees of a third-party employer who are CalPERS retirees are subject to provisions of the Government Code. A CalPERS retiree is an

Polygraph Examination Services | RFP - PD-25-605 | Template v3.14.25 | 28 employee of a CalPERS employer who terminates active employment and receives a monthly CalPERS retirement allowance. Any individual qualifying as a CalPERS retiree doing business as an independent contractor or employee of a third-party employer is required to submit a CalPERS determination to ensure the services provided are considered that of a true independent contractor position.