Polygraph_Testing_and_Employee_Examination_Services.pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260160

POLYGRAPH TESTING AND EMPLOYEE EXAMINATION SERVICES

Due Date: Thursday, January 29, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/224312

PUBLISH DATE: January 8, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260160

BUSINESS SERVICES DEPARTMENT Page 2 of 41 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Brittany Lee

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4193

Attachments:

A - Offer and Acceptance

BUSINESS SERVICES DEPARTMENT Page 3 of 41

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260160

TITLE: Polygraph Testing and Employee Examination Services

SUBMITTAL DUE DATE: Thursday, January 29, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Wednesday, January 14, 2026

TIME: 1:30 pm LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v 2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d Meeting ID: 271 662 615 988 9 Passcode: 4vR7Mm2A Dial in by phone +1 213-293-2303,,757254054# United States, Los Angeles Find a local number Phone conference ID: 757 254 054#

QUESTIONS SHALL BE DIRECTED TO: Brittany Lee

(520) 837-4193 brittany.lee@tucsonaz.gov

Posted Date: Thursday, January 8, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified firms and individuals to provide Polygraph Testing and Employee Examination Services for the Tucson Police Department on an as-needed, if-needed basis. To provide adequate Contract coverage, the City may make multiple awards as a result of this solicitation. In addition, the City anticipates the cooperative use of this contract by other Southern Arizona area public safety agencies.

The Tucson Police Department (TPD) requires the services of a polygrapher for various purposes including the testing of candidates for employment, the re-testing of candidates when deemed necessary, as well as the occasional testing of current employees. Historically, TPD completes 3-4 hiring processes per year with an average of 100-200 candidates proceeding to the polygraph stage of the process.

Services will be provided by the successful offeror(s) on an as-needed, if-needed basis and no volume of services should be assumed or is guaranteed. To avoid creating travel expenses for current TPD employees and candidates to be tested, services will either be provided at the Offeror's location within the Tucson Metropolitan area or at TPD's location.

B.2. Contact Information

Brittany Lee Contract Officer Email: brittany.lee@tucsonaz.gov Phone: (520) 837-4193 Department:

Police Department

B.3. Timeline mailto:brittany.lee@tucsonaz.gov tel:(520)837-4193

BUSINESS SERVICES DEPARTMENT Page 5 of 41

Issue Date January 8, 2026

Pre-Submittal Meeting (Non- Mandatory)

January 14, 2026, 1:30pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFi NC00NmQ4LTg4NTEtZjdlOWQzMGIzZW U0%40thread.v2/0?context=%7b%22Tid% 22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a% 22fafcb8f5-bcb3-4c23-87d8- 84dc60658a78%22%7d

Meeting ID: 271 662 615 988 9 Passcode: 4vR7Mm2A Dial in by phone +1 213-293-2303,,757254054# United States, Los Angeles Find a local number Phone conference ID: 757 254 054#

Question Submission Deadline January 22, 2026, 2:00pm

Submittal Due Date January 29, 2026, 2:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWEzN2VkNGQtNGFiNC00NmQ4LTg4NTEtZjdlOWQzMGIzZWU0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%22fafcb8f5-bcb3-4c23-87d8-84dc60658a78%22%7d

BUSINESS SERVICES DEPARTMENT Page 6 of 41

C. SCOPE OF WORK

C.1. Scope of Work

A. General Requirements

1. Professional Qualifications

a. The Offeror shall be a current member in good standing of the American Polygraph Association (APA).

b. All individuals administering examinations shall have graduated from an APA-certified polygraph school and possess a final polygraph certificate issued by an APA-certified institution.

2. Compliance With Standards and Laws

a. The Offeror’s equipment, examination techniques, and interpretation of results shall comply with all applicable federal, state, and local laws and regulations, as well as the APA Code of Ethics and Standards of Practice.

b. These standards and by-laws can be found on their website at www.polygraph.org.

3. Service Area

a. All polygraph examinations shall be conducted within the Tucson Metropolitan area.

4. Scheduling and Availability

a. The Offeror shall provide electronic scheduling capability for Tucson Police Department (TPD)–designated personnel and shall also be available by telephone for coordination.

5. Scheduling Timeframes and Discounts

a. For examinations conducted at the Offeror’s facility, appointments shall be available within two (2) business days of a request from TPD.

b. For examinations conducted at a TPD-designated facility, appointments shall be available within three (3) business days of a request from TPD.

c. The Offeror shall propose a discounted rate for examinations conducted at a TPD location due to reduced overhead and facility costs.

6. Confidentiality

a. All examination materials, results, and related records shall be treated as confidential.

b. Distribution of results shall be limited to individuals designated by the Chief of Police or designee.

c. Examination results shall not be disclosed to applicants.

7. Subcontracting

a. The Offeror shall disclose any proposed subcontracting and demonstrate, to TPD’s satisfaction and written approval, that subcontractors meet all qualification requirements.

https://www.polygraph.org/

BUSINESS SERVICES DEPARTMENT Page 7 of 41

b. No subcontracted work shall be performed without prior written approval from TPD.

8. Professional Conduct

a. The Offeror shall treat all applicants with respect and professionalism and shall provide an examination environment free from distraction.

b. Applicants shall not be dismissed without testing except for health, safety, or due cause, and only after consultation with a TPD designee.

9. Records Retention and Ownership

a. The Offeror shall maintain secure records of all polygraph examinations for a minimum of five (5) years from the date of examination. Records shall include reports, charts, notes, and all audio and video recordings.

b. Upon expiration or termination of the contract, all examination records shall become the property of TPD.

10. Retesting

a. TPD may request retesting within thirty (30) days of submission of the written report.

b. Retesting shall be scheduled in accordance with the scheduling requirements set forth in this Scope of Work, specified in Section A.5.

11. Cancelation

a. In the event the Offeror must cancel or suspend any scheduled examinations, the Offeror shall provide the City with written notice no less than thirty (30) calendar days in advance.

B. Test Administration and Interviews

1. Scope of Examinations

a. The Offeror shall provide polygraph examinations as requested by TPD, including but not limited to pre-employment testing for police officer applicants, reserve officers, civilian applicants, administrative investigations, specific-issue examinations, and retesting of individuals, including those previously examined by other polygraphers.

2. Questionnaires

a. The Offeror shall utilize a written questionnaire provided by or approved by TPD.

b. The Offeror shall comply with TPD requests for specific questions based on applicant disclosures or investigative needs.

3. Pre-Test Interview

a. The Offeror shall conduct a pre-test interview with each applicant and document the applicant’s responses.

4. Acquaintance Examination

a. The Offeror shall administer an acquaintance examination prior to the polygraph examination.

5. Examination Content

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a. Examinations may include, but are not limited to, inquiry into employment history, criminal or police history, military service, illegal drug use, theft, financial practices including gambling, alcohol use, and incidents of domestic or physical violence.

6. Post-Test Interview

a. If examination results are inconclusive or deceptive, the Offeror shall conduct a post-test interview to attempt resolution of the results.

7. Follow-Up and Re-Testing Examinations

a. If results remain inconclusive, the Offeror shall conduct a follow-up examination within three (3) weeks, as directed by TPD.

b. The Offeror shall conduct follow-up or specific issue exams of applicants upon request.

c. The Offeror shall provide re-testing services for candidates previously examined by other polygraphers upon request.

8. Recording Requirements

a. Each examination shall be audio and video recorded in its entirety. Recordings shall be made available to TPD upon request within three (3) business days.

9. Examination Duration

a. Examinations shall be scheduled in minimum two (2) hour time increments to allow sufficient time for a thorough examination.

C. Reporting Requirements

1. Written Reports

a. The Offeror shall submit a detailed written report to TPD within three (3) business days of the examination.

b. Reports shall document applicant responses, examination results, and any post-test interview conducted.

2. Accuracy Review

a. The Offeror shall review each report for accuracy prior to submission and ensure it accurately reflects the examination and findings.

3. Access to Records

a. The Offeror shall permit TPD to inspect all examination-related records upon request.

4. Standardized Reporting Format

a. All reports shall be prepared using a standardized reporting format approved by TPD and shall include a summary of interview information, examination results, and follow-up actions, if applicable.

5. Retention of Supporting Materials

a. All audio and video recordings, notes, charts, and supporting documentation shall be retained for five (5) years and made accessible to TPD upon request.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Qualifications & Experience

B. Method of Approach

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

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E. The form of relief requested.

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F. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualifications and Experience

A. Provide a brief history of your firm, including how long you have been in business performing such services as specified in the Scope of Work.

B. Provide details on the location requirements and where testing services will be provided within the Tucson Metropolitan area.

C. Provide details on your specific qualifications including but not limited to all staff and/or subcontractors in supplying the services specified in this Scope of Work, and include any applicable APA, AAPP, AZPPSE, State License, and professional designations, certifications or licenses, etc.

D. Provide details and list all key personnel who will perform the functions of each proposed service or task specified in the Scope of Work.

1. Resumes of key personnel, and if applicable, subcontractors, shall be submitted as part of the proposal.

E. Provide a list of at least three (3) previous clients, within the last three (3) years and include a list of current contracts, which are considered identical or similar to the Scope of Services herein.

1. Include law enforcement agencies served.

2. For each client listed, please include the name, email address, and phone number of a reference who served as the project leader and is able to comment on the related experience.

F. If applicable, provide a list of subcontractors and their respective qualifications, as set forth above, to be used in performing the services requested.

N/A N/A

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1. The City reserves the right to approve or deny proposed subcontractors.

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2. Method of Approach

A. Provide details on your method of approach to the Scope of Work which shall indicate all services to be performed.

1. Must include an in-depth, point-by-point response to all items in the Scope of Work section of this RFP, indicating how you will meet the requirements of the Scope of Work.

2. Must include the equipment and methods to be used in conducting the polygraph testing.

3. Details must be addressed in a manner that reflects understanding and commitment to providing the needed services in a professional and timely manner within the Tucson Metropolitan Area.

B. Provide details of any safeguards and/or controls that will be in place to prevent an applicant being interviewed by the same examiner for different jurisdiction's reporting.

C. Provide details on how files will be protected from unauthorized access, disclosure, modification or dissemination. The City of Tucson expects the files to be protected at all times.

1. For paper files, provide details on the below points:

a. How are they stored?

b. How is access controlled?

c. How are the files protected?

2. For electronic files, describe and provide detailed methods that ensure:

a. Password protection.

b. Protection from hackers.

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c. All relevant hardware is in a secured environment when not attended.

d. Access is controlled to the electronic databases.

e. Data is maintained non-modifiable.

3. Price Proposal Provide price proposal as requested on the Price Page attached herein. Fee must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, materials, printing, travel and mileage, postage, etc.

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G. PRICING

PRICE PAGE

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Pre-employment polygraph examination.

1 each

2 Pre-employment- 'specific issue'/Re-examination.

1 each

3 Polygraph examinations/administrative investigations.

1 each

4 Copy of examination transcript and recording prepared for another agency.

1 each

5 Discount Percentage (%) from 0-50 exams per month.

50 bulk

6 Discount Percentage (%) from 51- 100 exams per month

100 bulk

7 Discount Percentage (%) from 101- 150 exams per month

150 bulk

8 Discount Percentage (%) from 151+ exams per month

151 bulk

9 Discount Percentage (%) when TPD requests testing to be conducted at TPD facility, as opposed to the contractor's facility per the Scope of Work.

1 each

TOTAL

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H. SPECIAL TERMS AND CONDITIONS

H.1. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

Funds are not presently available for performance under this Contract. The City's obligation for performance of this Contract is contingent upon the availability of funds from which payment for Contract purposes can be made. No legal liability on the part of the City for any payment may arise for performance under this Contract until funds are made available for performance of this Contract.

H.2. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided above is solely responsible for paying Contractor for those goods and services. The City is not responsible for any disputes arising out of transactions made by others.

H.3. CONFLICTS OF INTEREST

An Offeror responding to this solicitation acknowledges that, to the best of its knowledge, information and belief, no person has been employed or retained to solicit or secure a Contract that may be awarded pursuant to this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee, and that no member of the City of Tucson Mayor and Council or any employee of the City has any financial interest in Offeror’s firm. In addition, all communications regarding this solicitation shall be directed to the Business Services Department. Interested Offerors shall refrain from engaging in any communication (written or verbal) regarding this solicitation or the matters involving this solicitation or TCC operations with any other City staff, Mayor & Council or staff of Mayor & Council.

The City reserves the right to disqualify an Offeror from further participation in the solicitation process in the event the City determines that Offeror has an actual or apparent conflict of interest with the purposes of this solicitation, or has violated this Conflict of Interest.

Upon a finding by the City that gratuities in the form of entertainment, gifts or inducements were offered or given by Offeror, or any agent or representative of Offeror, to any officer or employee of the City, including the Mayor and Council and their staff, for the purpose of securing a Contract that may be awarded pursuant to this solicitation, or securing favorable treatment with respect to the awarding, amending, or making of any determination with respect to the performance of a Contract that may be awarded under this solicitation, the City, may, by one (1) calendar day provide written notice to Offeror, http://www.tucsonprocurement.com/coop_partners.aspx http://www.mesaaz.gov/home/showdocument?id=23638

BUSINESS SERVICES DEPARTMENT Page 24 of 41 terminate the right of Offeror to proceed under this solicitation; provided that the existence of the facts upon which the City made such finding shall be an issue and may be litigated in an Arizona court of competent jurisdiction.

H.4. PRICE ADJUSTMENT

At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to the Contract Officer a request for price adjustments based on documented increased Contractor costs and the City may, at its discretion, make price adjustments, which will apply during the extension term.

H.5. TERM AND RENEWAL

The term of the Contract will commence when awarded to Contractor and remain in effect for a period of one (1) year, unless terminated, canceled or extended as otherwise provided herein. The City may, at its sole option, extend the Contract's term for up to four (4) additional one-year periods or portions thereof.

H.6. TRAVEL EXPENSE ALLOWANCES

The City’s allowance is limited to the total expense resulting from traveling directly to the destination and staying only the number of days necessary to conduct official business. The Consultant is encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City.

In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial airfare savings -- enough savings to offset additional lodging and per diem costs. The Consultant shall fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if coach seats are not available and no other flight can be substituted. At travel destinations, the City will reimburse the Consultant for the use of airport limousines and taxis. No receipts are required for reimbursement of such expenses. Additional fees or fares incurred during air travel must be substantiated by a receipt. The total reimbursement for vehicular transportation shall in no case exceed the amount that would be incurred using air transportation. Travel by personal vehicle shall be reimbursed in accordance with the current Federal per diem rates. All vehicular parking or storage costs will be reimbursed. Receipts are not required. Vehicle expense reimbursements will be paid only to the vehicle owner. Passengers are not entitled to vehicular expense reimbursement.

The City will pay the actual cost of rooms including tax based upon the Federal Per Diem rates. Both the room rate and tax paid must be substantiated by a receipt that indicates payment has been made.

All in-state travel will be reimbursed at the City’s per diem rate. A complete list of the Federal GSA Per Diem rates are available at: http://www.gsa.gov/portal/category/100120.

For meals and miscellaneous expenses, the Consultant may choose to receive either (1) the Federal GSA per diem amount (a flat rate), or (2) a reimbursement for actual expenses. A higher dollar amount is allowed under the actual expense reimbursement option; however, receipts must be retained under this option. The Consultant is not required to keep receipts if the per diem option is chosen.

Only one method of reimbursement can be used for the entire trip (i.e., the Consultant cannot request a per diem amount for some days and actual expense reimbursement for other days).

Meals provided for by another agency or others will be subtracted, if the per diem allowance is elected.

For days of arrival and departure, the per diem amount will be determined by adding the amounts below

BUSINESS SERVICES DEPARTMENT Page 25 of 41 for each meal the Consultant eats at the travel destination. The current FY meal per diem for Tucson, Arizona is as follows:

The Consultants who select the per diem option and spend less than the per diem amount are encouraged to request a reimbursement only for the amount actually spent. No receipts are required to receive actual reimbursement where the amount requested is less than or equal to the per diem amount.

Miscellaneous expenses include local phone calls, snacks, and gratuities. Miscellaneous expenses are included in the per diem rate. If the actual expense reimbursement option is chosen for out-of-state travel, receipts are required for miscellaneous expenses.

Long distance telephone charges are allowed for official calls, and are governed by the following: Calls for official City business other than to City offices shall be paid by the Consultant. The Consultant will be reimbursed upon submission of appropriate documentation relative to cost and purpose of the call, and with the approval of the City Representative for this contract. Calls other than City business shall not be made at City expense.

The above is pursuant to City policy: Administrative Directive 3.03-1, Travel Authorization and Expense Allowance.

H.7. CONFIDENTIALITY OF DATA

Offeror and its subcontractors agree to treat all data provided by the city as confidential and to protect the data with reasonable measures to prevent unauthorized access, discloser, or use. The offeror and its subcontractors shall not disclose the data to any third party without prior written consent of the City of Tucson.

H.8. DATA HOUSING

The Offeror agrees to house City data domestically either through Amazon GovCloud Services or a system with similar security approved by the City.

H.9. DATA SECURITY

Offeror will implement appropriate administrative, physical, and technical safeguards to secure information obtained from the City that is not generally available to the public and may contain confidential data which is marked “Confidential,” or should be reasonably recognized as confidential, including business, administrative and financial data, intellectual property, Personally Identifiable Information (PII) (as defined by applicable law), customer and personnel data(“City Data”) from unauthorized access, disclosure, alteration, or use. Offeror will maintain such City Data in compliance with all applicable laws, rules and regulations. Offeror will maintain a written information security program (“Security Program”) including documented policies, standards, and operational practices consistent with regulatory and industry requirements. Offeror shall review and update the Security Program at least annually. Prior to the anniversary date of the execution of the Contract or any renewal thereof, Offeror shall provide an annual attestation that such review and update has been completed, including the date completed. “Security Breach” means (i) any unauthorized use of, loss of, access to or disclosure of City Data; provided that an incidental disclosure of or incidental access to City Data by Offeror.

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I. INSURANCE REQUIREMENTS

I.1. REQUIRED INSURANCE POLICIES

Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of not less than A-VII:

I.2. COMMERCIAL GENERAL LIABILITY

Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual Liability with coverage limits no lower than:

A. Each Occurrence: $1,000,000

B. General Aggregate: $2,000,000

C. Products & Completed Operations Aggregate: $2,000,000

D. Personal and Advertising Injury: $1,000,000

E. Blanket Contractual Liability: $1,000,000

I.3. COMMERCIAL AUTOMOBILE LIABILITY

Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than $1,000,000.

I.4. WORKER'S COMPENSATION

Policy must have coverage limits no lower than:

A. Per Occurrence: Statutory

B. Employer's Liability: $1,000,000

C. Disease Each Employee: $1,000,000

D. Disease Policy Limit: $1,000,000

E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To determine whether the Contractor is a Sole Proprietor, please request the Sole Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am a sole proprietor, and I am doing business as [name of sole proprietor business]. I am performing work as an independent contractor for the City of Tucson. I am not the employee of the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to workers' compensation benefits from the City. I understand that if I have any employees working for me, I must maintain workers' compensation insurance on them.

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I.5. PROFESSIONAL LIABILITY (ERRORS & OMISSIONS)

Policy must have coverage limits no lower than:

A. Each Claim: $1,000,000

B. Annual Aggregate: $2,000,000

I.6. NETWORK SECURITY (CYBER) AND PRIVACY LIABILITY

Policy must have coverage limits no lower than:

A. Each Claim: $2,000,000

B. Annual Aggregate: $4,000,000

Such insurance shall include, but not be limited to, coverage for third party claims and losses with respect to network risks (such as data breaches, unauthorized access or use, ID theft, theft of data) and invasion of privacy regardless of the type of media involved in the loss of private information, crisis management and identity theft response costs. This should also include loss of use, breach notification costs, credit remediation and credit monitoring, defense and claims expenses, regulatory defense costs plus fines and penalties, cyber extortion, computer program and electronic data restoration expenses coverage (data asset protection), network business interruption, computer fraud coverage, and funds transfer loss.

In the event that the Network Security and Privacy Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

I.7. POLICY CHANGE NOTICE

Contractor will give the City 30 days advance written notice before any of the above policies are changed in any manner that is inconsistent with the requirements of this Contract. The notice must be sent directly to the Procurement Division of the Business Services Department.

I.8. ADDITIONAL INSURED

The Commercial General Liability, Commercial Automobile Liability and umbrella policies where applicable will include the City as an additional insured with respect to liability arising out of the performance of this contract. The City must be covered to the full policy limits, even if those limits of liability are in excess of those required by this Contract. The coverage must be primary and any insurance carried by City is excess and not contributing.

I.9. CLAIMS-MADE COVERAGE

If any or part of the required insurance is written on a claims-made basis, any policy retroactive date must precede the date of the contract and the Contractor must maintain such coverage for a period not less than three (3) years following contract expiration, termination or cancellation.

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I.10. ADDITIONAL REQUIREMENTS

Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions), must include or be endorsed to include to provide the following:

A. A waiver of subrogation endorsement in favor of the City, for losses arising from work performed by or on behalf of the Contractor (Including Worker’s Compensation).

B. The policy is primary and any insurance carried by the City is excess and not contributing.

C. The coverage provided by the policy is not limited to the liability assumed under the indemnification provisions of this Contract.

D. The insurer will provide written notice to the City at least ten (10) calendar days before the policy is terminated or cancelled or…