Captain and Lieutenants Promotional SOW.pdf

DRAFT

CITY OF ATLANTA

FIRE – RESCUE DEPARTMENT

ANDRE DICKENS 226 Peachtree St., SW RODERICK M. SMITH

MAYOR Atlanta, GA 30303-3749 FIRE CHIEF

PHONE (404) 546-7000

ICHIEFS ID – ATLFDHQ

Scope of Service for

Lieutenants and Captains Promotional

Testing on Behalf of AFRD

OBJECTIVE:

The City of Atlanta (the "City") Department of Procurement (the "DOP") on behalf of the Atlanta

Fire Rescue Department (the "AFRD") is seeking bids from qualified firms who specialize in Public

Safety promotional testing. The Vendor shall be responsible for the development, oversight, scoring and analysis of all testing required for the Fire Captain and Fire Lieutenant promotional testing. The anticipated term of services shall be for four (4) years with the option to renew for four (4) additional years, in two (2) year increments at the sole discretion of the City.

BACKGROUND:

The AFRD is responsible for ensuring promotional testing is afforded to all qualified staff as defined in the City Code of Ordinance. Generally, these opportunities are conducted every two (2) years on an as needed basis for the attempted ranks of Fire Lieutenant and Captain. All testing opportunities shall adhere to AFRD policies, the Atlanta City Code Sections 114-227 through 114-245, with the relevant standards of the Commission on Fire Accreditation International and National Fire Protection Association and all other associated government regulations.

1.0 MINIMUM QUALIFICATIONS (required submittals outlined below):

1. Vendors must ensure that their bid for services clearly outlines their ability to comply and adhere to all the below-referenced minimum qualifications. Additionally, Vendors are required to provide previous work samples in the bid submissions, to assure AFRD of compliance capabilities with the minimum requirements.

1.1 Complete a Job Task Analysis: This should include identifying the technical and managerial knowledge, skills and abilities required to perform the essential functions of the Fire

Captain and Fire Lieutenant positions and establish content validity for the written tests. A description of the methodology for completing the job analysis survey is required by the Vendor and shall be included. Upon completion of all testing, the Vendor will provide AFRD with the job analysis and validity studies for the ranks surveyed. The Vendor will be responsible for providing subject matter experts ("SMEs") to assist in the process. The SMEs must originate from a jurisdiction outside the purview of the AFRD. AFRD may determine that additional SMEs are required at which time the Fire Chief or his/her designee may appoint staff members as needed.

1.2 Test Development: A multiple-choice written examination for the ranks of Fire

Lieutenant and Captain to be administered and scored by Vendor in both an in-person format and a virtual format. Test results shall be provided to the City of Atlanta Commissioner of Human

Resources or his/her designee only. The Vendor shall provide evidence and assurance of the ability to develop race and gender neutral, validated examinations, including tests and procedures.

1.2.1 Testing Formats. The Vendor must offer at least two testing format options for consideration: an in-person format and a virtual format providing multiple choice options for testing. The Vendor must provide a secure space option for both testing format options and the question challenge period. Vendor abilities to comply with this requirement must be represented in a narrative sample and multiple-choice exam sample with submitted bid.

1.3 Candidate Orientation and Preparation: To include virtual classes that cover study methods, a review of test logistics and general test contents, and a review of test taking strategies. The Vendor must be prepared to give the test preparation class so that it accommodates the AFRD shift schedules for a 24-hour operation over a minimum of six (6) opportunities and three (3) days. The Vendor must include a sample of previous prep courses offered and completely describe the content and length of the test preparation classes.

1.4 Administer exams: The Vendor will be responsible for booking and procuring suitable testing sites in proximity of the City of Atlanta city government buildings. Additionally, the Vendor representatives will be on site for in-person examinations to administer the written examinations. The Department of Human Resources and AFRD will be responsible for the signing-in of test takers and administrative functions associated with that sign-in process for in-person examinations. The Vendor shall have adequate staff on site each day of the written examination to ensure proper administration and scoring of exercises.

1.4.1 The Vendor shall provide a secured electronic system for administering multiple question exams to all test takers providing program evaluation and written notice of system safety features.

1.4.2 The Vendor shall score and provide the Commissioner of Human Resources or his/her designee with a final list of test scores and provide each employee with a copy of his or her exam.

1.4.3 The Vendor shall also be responsible for maintaining control, custody and security of the exams and for providing the appropriate number of copies of the exam, the delivery of the exam, grading of the exam, and defense of the correctness of questions contained in the exam.

1.5 Feedback reports and Debriefing Candidates: The Vendor shall be responsible for providing AFRD with individual feedback reports for each participating candidate, at the conclusion of each component of the examination to include the written phase, whether virtual or in person. The Vendor must completely describe the data provided in their feedback reports. To provide assurance to AFRD, Vendor must demonstrate compliance capabilities for this requirement, a narrative sample for previous feedback reports offered should be provided with your bid.

1.6 Appeal process: The Vendor will provide recommendations and subsequently prepare a detailed plan to describe the appeal process for the written test only whether virtual or in-person. To provide assurance to AFRD, Vendor must demonstrate compliance capabilities for this requirement, a narrative sample for previous feedback reports offered should be provided with

1.7 Recruit and Train Assessors: The Vendor will recruit, select and pay for the travel and accommodation expenses of suitable, diverse, sworn comparably sized fire department assessors. The Vendor is required to provide assessor training and must fully describe assessor training methods. The Assessors must be completely independent of AFRD with no past or present, direct, or indirect affiliations. The training will be conducted on-site, one to two days prior to the beginning of the Oral Interview process.

1.8 Oral Interviews: The Vendors shall describe their method for conducting oral interviews and how candidates' performances are recorded. The oral interviews must be work related and provide a demonstration of knowledge, skills, abilities and behaviors determined to be essential for success as a Fire Lieutenant and Captain. Vendors will design a scoring process for the oral interviews that can be readily explained to the candidates. The oral interview panels will consist of (8-12) scenarios based on the AFRD policies, City of Atlanta ("City") Ordinances, and other relevant material. To provide AFRD with an idea of your abilities for complying with this requirement, a narrative sample for oral interviews managed should be provided with your bid.

To provide assurance to AFRD, Vendor must demonstrate compliance capabilities for this requirement, a narrative sample for previous feedback reports offered should be provided with

1.9 Submit Final Report to Agency: The final technical report must be submitted by the Vendor, which will include: the results of the job analysis; the linking of the job analysis to the examination; an analysis of employee performance on the examination; an analysis of response by questions for the written exam, if applicable; the process by which scores and weights were validated; and, other relevant test data. To provide assurance to AFRD, Vendor must demonstrate compliance capabilities for this requirement, a narrative sample for previous feedback reports offered should be provided with your bid.

1.10 The Vendor shall be responsible for developing and managing schedules to ensure the efficient utilization of personnel and other resources and to control costs. The Vendor shall establish the schedule based upon the written examination dates provided by the User

Agency. If a scheduling conflict arises, the Vendor and User Agency shall collaborate in good faith to identify and propose mutually acceptable alternative dates. Any changes to the established examination schedule shall be subject to the approval of the User Agency prior to implementation.

1.11 Resource Allocation: Vendor shall submit an itemized list of milestones and Key

Intended Outcomes (KIOs) detailing the Vendor’s proposed fees and projected duration indicating the resources allotted to the various parts of the plan. This breakdown shall include: the cost per candidate; the various Vendor personnel to be used; other miscellaneous fees and costs such as travel costs for consultants, panelists, shipping, study materials; and other pertinent items that can be attributed to Resource Allocation.

1.11.1 The CITY will reserve the right to accept or reject, in full or in part, any portion of the Resource Allocation response.

1.12 Legal Assistance: The Vendor will include the ability to provide expert testimony and/or other legal assistance should any part of the promotional testing process result in litigation at no additional cost to the CITY/ Atlanta Fire Rescue Department for a minimum of five (5) days.

END OF SCOPE OF SERVICES