1-26RFQ043 FINAL POLICE PSYCHOLOGICAL COUNSELING SERVICES.pdf

ISSUING AGENCY – CITY OF SCOTTSDALE

NOTICE OF REQUEST FOR QUOTATION

POLICE PSYCHOLOGICAL COUNSELING SERVICES

26RFQ043

CRITICAL DATES

QUESTIONS DUE: January 20th, 2026 @ 4:00 PM MST

RESPONSE DUE: January 27th, 2026 @ 2:00 PM MST

RESPONSES TO REQUEST FOR QUOTATION

The City of Scottsdale is utilizing Euna Solutions to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Euna Solutions vendor visit the portal at: City of Scottsdale, AZ (bonfirehub.com) then follow the link to the vendor registration page to register your company.

Registration is easy and free. If you have any challenges with the registration process, please contact Euna Solutions at support@gobonfire.com.

RESPONSES WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the respondent to confirm that information contains all required documents (if applicable) and are submitted electronically through the City of Scottsdale’s procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

INFORMATION REQUESTS

Requests for any information relating to this request should be directed to the purchasing staff listed below:

Tiffany Young 480-312-5709 tyoung@scottsdaleaz.gov

Respondents shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation. Any such unauthorized contact may result in bidder being disqualified from further consideration in subsequent solicitations related to this information.

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TABLE OF CONTENTS

SECTION 1 – STATEMENT OF NEED

A. Intent B. Scope of Services C. Contractors Qualifications D. Contractors Responsibilities E. City Responsibilities F. Pricing

SECTION 2 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 3 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 4 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. References

Section 5 – EXHIBITS

A. Sample Professional Services Contract

SECTION 1 – STATEMENT OF NEED

A. INTENT

The City of Scottsdale is seeking submissions from qualified providers of psychological services focusing on public safety for the Police Department.

The Contractor shall provide psychological counseling and assessment services to the City’s Police Department personnel and their family members, including but not limited to individual counseling or psychotherapy, family counseling, group counseling/training, response to critical incidents, and training and presentations.

B. SCOPE OF SERVICES

The Contractor shall provide psychological counseling and assessment services to the City’s Police Department personnel and their family members, including but not limited to the following:

1. Individual Counseling or Psychotherapy

a) For an employee or a family member.

2. Family Counseling

a) Includes sessions involving more than one person.

3. Group Counseling and/or Training

a) For employees or family members in areas such as:

• Stress management

• Communication

• Substance abuse

b) Conducted in group or classroom-style settings.

4. Response to Critical Incidents

a) Immediate response and support following an officer-involved or major traumatic incident.

b) May require off-site location visits for timely intervention and support.

5. Training and Presentations

a) Conduct bi-annual group presentations or training sessions lasting up to two

(2) hours each.

b) Training may include topics such as resilience, wellness, or communication.

c) Training should be priced as either:

• A per-hourly rate, or

• A single group rate (specify number of participants included).

6. Fee Schedule

a) Attach a Fee Schedule listing all rates for counseling, training, or related services available.

7. No-Shows or Late Cancellations

a) The Contractor shall define and include applicable charges or policies regarding no-shows and late cancellations in the fee schedule.

8. Complimentary On-Site Training

a) Indicate whether your company can provide one or two on-site, two-hour training sessions annually at no cost.

b) Include an explanation or justification with your proposal response.

9. Craig Tiger Act Trained Clinicians/Providers

a) The vendor must have Craig Tiger Act Trained staff to provide post-traumatic consultations and meet ARS 38-673 standards.

C. CONTRACTOR QUALIFICATIONS

1. The Contractor and all assigned key professional staff SHALL be a State of Arizona licensed psychologist and/or psychiatrist. License SHALL be current at the time of proposal submission and SHALL be maintained throughout the duration of the contract term and any subsequent contract extensions. Failure to maintain said license may be grounds for default of the contract and subsequent contract termination.

2. The Contractor shall have been conducting business within the State of Arizona for a

MINIMUM of five (5) consecutive years. Contractor shall have experience providing psychological services with similar frequencies and to a degree & scope similar to those outlined in this solicitation.

3. The Contractor SHALL have and maintain a Local Presence, which is to say, Contractor’s place of business SHALL be physically located in Maricopa County and within twenty-five (25) miles of the City of Scottsdale city limits, with the ability and authority to address all Contract issues that may develop. Services SHALL be provided in Maricopa County and within twenty-five (25) miles of the City of Scottsdale city limits.

4. The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI and OSHA laws, rules and regulations and all other applicable regulations for the term of this contract and any subsequent contract extensions.

5. The Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses, permits, or registrations required in connection with the completion of the required services herein.

6. The Contractor may not subcontract any segment or services covered herein without prior approval of the Contract Administrator. All subcontractors used under the scope of this contract shall meet all requirements, terms and conditions set forth herein. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

D. CONTRACTOR RESPONSBILITIES

1. The Contractor is encouraged to read the Solicitation documents very carefully, as the

City of Scottsdale shall not be responsible for errors and omissions on the part of the Offeror.

2. The Contractor shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions, and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

3. The Contractor shall furnish all labor, materials and equipment necessary for the completion of the scope of work described herein.

4. The Contractor shall have sufficient personnel, inventory and equipment to complete all work requests, as defined in this solicitation, in the time frame required by the Contract Administrator.

5. Any equipment used for performance of work under the scope of this Contract, shall be maintained in a safe operating condition, and shall comply with all applicable Federal, State, Local, ANSI, and OSHA laws, rules, and regulations.

E. CITY RESPONSBILITIES

1. The Contract Administrator for the resulting contract shall be the Police Personnel

Manager or designee.

2. The City will provide all necessary information and coordination support for timely completion of tasks.

3. Each task must be reviewed and approved by the Contract Administrator to determine acceptable completion.

4. All documents, data complications, studies, and reports prepared during contract performance shall:

a. Be and remain the property of the City.

b. Be delivered to the Contract Administrator prior to final payment.

F. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Offerors shall be applicable during the entire initial term of the Contract.

A. EVALUATION CRITERIA

All responsive Submissions shall be evaluated using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following is the criteria that will be used to review the quotes:

The following items may be used to evaluate each submission.

1. Cost factors associated with performing the work required by the contract.

2. The ability and willingness of the Offeror to meet or exceed the specifications and standards of this request and Offeror’s understanding and perceived perception of the scope of work contained herein.

3. The content and quality of the Offeror’s proposal and other presentation materials.

The City of Scottsdale intends to enter into negotiations with the top-ranked Offeror determined to provide the most advantageous combination of product and services.

Should negotiations with the selected Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at its sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

SECTION 2 – EVALUATION CRITERIA

26RFQ043

DESCRIPTION

Firm Qualifications & Experience, References Key Personnel Qualifications & Resumes, Sub-consultants Method of Approach, Sample Documents, Exceptions Pricing

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 3 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

• COS Form means there is a corresponding form that needs to be completed by the

Offeror and saved as a PDF.

• If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 3 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then saving the document as a PDF.

• Once the Offeror has PDF documents for all of the items listed in the Section 3 –

Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document.

In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and then upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

SECTION 3 – SUBMITTAL PREPARATION REQUIREMENTS

26RFQ043

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Firm Qualifications & Experience – Offeror’s proposal shall provide the firm’s qualifications in summary. This shall illustrate the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm Qualifications & Experience document should include a MINIMUM of the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business, total number of employees and their location.

Offeror’s document shall demonstrate previous experience performing work similar to the size and scope of the work identified herein including a written description of your qualifications and capabilities pertaining to the provision of psychological services for law enforcement agencies.

Offeror’s document shall provide confirmation that the firm has been conducting business for a MINIMUM of five (5) consecutive years as required by Section 1 of the Statement of Need detailed herein.

Offeror’s document shall provide confirmation that the firm meets the Local Presence requirement detailed in Section 1 of the Statement of Need detailed herein.

Detail if your firm has any other experience(s) that makes it uniquely qualified to work with the City of Scottsdale.

Reference List (COS Form) – Offeror’s proposal shall demonstrate previous experience performing work similar to the size and scope of the work identified herein. Offeror shall provide a MINIMUM of three (3) recent and/or current, business references for which the Offeror has participated in projects with a similar scope and size to the project referenced herein. References supplied shall not be City of Scottsdale employees. The reference list provided should include a MINIMUM of:

Organization Name Contact Name Contact Phone Number Contact Fax Number Contact Email Address (if available) Project Date Project Description and Size Ultimate Project Outcome and Results

Key Personnel/Staff Qualifications & Resumes – Offeror’s proposal shall include the qualifications of the key personnel that will be involved in projects covered by the scope of this solicitation. The qualifications provided shall include resumes, academic credentials, applicable training classes, Professional Certifications, Professional Association Memberships, etc.

Offeror’s document shall contain an organizational chart that identifies key project personnel by name and title.

Include relevant experience and expertise for the last two years.

Resumes of all key project personnel shall be submitted separately at the end of the

Offeror’s proposal.

Resumes shall identify each individual's technical qualifications, years with the firm and specific project experience.

Sub-Consultants - Offeror’s document shall list all sub-consultants (if any) that will be used in the completion of services and projects identified herein, and the sub-consultants envisioned role in each service or project.

Method of Approach – Offeror’s document shall demonstrate an understanding of the goals identified herein for this project and provide a basic overview for the accomplishment of these goals. Offeror’s proposal shall address a MINIMUM of the following key project areas:

Offeror’s document shall contain a comprehensive description of all services that shall be provided.

Detailed information on making appointments and how quickly appointment dates are typically set. Would there be any issues with guaranteeing appointments that have dates within five (5) calendar days of the time of contact, please explain?

Detailed information on how the Offeror deals with staff being on personal leave or if staff leave the practice. Please detail your plan to provide substitute staff with experience either in law enforcement applicant screening and/or law enforcement reintegration, post shooting or use of force critical intervention.

Describe and detail the Offeror’s policy for “no shows” or “late cancellations;” and include their definition of “late cancellation.”

Describe and detail the Offeror’s process used to maintain the confidentiality and security of patient records.

Describe and detail the Offeror’s records release process for all information relating to persons evaluated at the request of and paid for by the Scottsdale Police Department / City of Scottsdale.

Describe and detail the Offeror’s records retention policy.

Offeror’s document shall list each sub-contractor (if any) that will be used in the completion of services identified herein, and the sub-contractor’s envisioned role in providing the contracted services.

Sample Documents – Offeror shall provide samples of the documentation that will be utilized by the Contractor to complete the scope of work as listed herein.

The Offeror shall supply a MINIMUM of the following sample documents with their proposal:

Reports used to evaluate employees

Reintegration, post shooting or use of force critical intervention assessment/written documentation to include verification of the employee’s attendance at counseling session.

Exceptions – All exceptions included with the Offer shall be submitted in clearly identified separate section of the Offer in which the Offeror clearly identifies the specific paragraphs of the Solicitation where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting Contract unless such exception is specifically accepted by the City of Scottsdale in a written statement. The Offeror’s preprinted or standard terms shall not be considered by the City as a part of any resulting Contract.

SECTION 4 – REQUIRED FORMS

Required forms begin on following page.

PROPOSAL SIGNATURE PAGE

The undersigned hereby offers and agrees to furnish the material, or service, in compliance with all the terms and conditions, instructions, specifications, and any amendments contained in this Request for Proposal document and attached Professional Services Contract and any written exceptions in the offer accepted by the City.

The Offeror also certifies it is in compliance with the Non-Collusion and the Immigration Compliance and Federal and Arizona State Immigration Laws requirements of the solicitation.

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

If Applicable, Contractor’s License Number and Classification: ____________________________

The Offeror hereby acknowledges that the proposal pricing is based on all of the addenda that were issued by the City prior to opening of this proposal.

Proposal must be signed by a duly authorized representative eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Offerors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

PRICING PROPOSAL FORM – PAGE 1 of 2

For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as requested on the Pricing Proposal Form herein. Offerors failing to comply with this requirement may be declared non-responsive.

All charges associated with this Contract MUST be shown on the Pricing Proposal Form returned by the Offeror or other supporting documentation. Any charges not listed on the Pricing Proposal Form or supporting documentation submitted with the Offeror’s proposal response shall not be allowed during the Contract period and any applicable extensions.

ITEM SCREENING SERVICES DESCRIPTION ESTIMATED

QUANTITY

HOURLY RATES

(unless otherwise specified)

1. Individual counseling or psychotherapy for an employee or family member. 200 sessions $_____________

2. Family counseling includes more than one person. $______________

3. No shows or late cancellations. $______________ Flat Fee (If Any)

4.

Group counseling and / or training for employees or family members in areas such as stress management, communication, or substance abuse.

5.

Response to officer involved incident of major trauma where employee requires immediate attention. Most likely involve off site locations.

6.

Presentation/ training sessions for a group for up to two (2) hours, bi-annually.

Per hourly rate.

20 hours $______________

7 GRAND TOTAL: LINE 1-6 $______________

PRICING PROPOSAL FORM – PAGE 1 of 2

Please provide information for the items listed below.

8.

Would your company provide one or two on-site two-hour training sessions annually at no cost?

Yes No

9.

Attach a fee schedule for any other counseling, training, or related services available.

**TAXES

1. Do not include any use, or federal excise tax in your bid. The City is exempt from the payment of federal excise tax and will add use tax as applicable.

ADDENDA

The Bidder hereby acknowledges that his bid/proposal pricing is based on all of the addenda that were issued by the City prior to the opening of this bid/proposal.

NO BID: If no bid please state reason:

If Applicable, Contractor’s License Number and Classification: ____________________________

COMPANY NAME: ______________________________________

REFERENCES

List minimum of three Arizona customers, excluding the City of Scottsdale, for whom your company has provided service(s) of a similar scope as this Request for Proposal, during the past three years. Include the length of any contracts listed. Offerors may make multiple copies of this document as needed.

The following questions are asked to enable the evaluation team to assess the qualifications of Offerors under consideration for final award. This information may or may not be a determining factor in award of this solicitation.

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

City/State/Zip: _______________________________________________________________

Contact Person: _________________________ Telephone #:_________________________

Email: _________________________________ Date of Service: ______________________

Type of Service Provided: ______________________________________________________

YOUR COMPANY NAME: ___________________________________________

SECTION 8 – EXHIBITS

A. SAMPLE CONTRACTS

Professional Services Contract – please download separately.