Qualified_Vendor_List_for_Psychological_&_Psychiatric_Services_for_the_Tucson_Police_Department_(Addendum_#5_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

230147

QUALIFIED VENDOR LIST FOR PSYCHOLOGICAL & PSYCHIATRIC

SERVICES FOR THE TUCSON POLICE DEPARTMENT

Due Date: Tuesday, May 23, 2028

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/42649

PUBLISH DATE: May 23, 2023 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. 230147

BUSINESS SERVICES DEPARTMENT Page 2 of 44 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

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 230147

TITLE: Qualified Vendor List for Psychological & Psychiatric Services for the Tucson Police Department

SUBMITTAL DUE DATE: Tuesday, May 23, 2028 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL CONFERENCE DATE: NO VALUE

TIME: NO VALUE LOCAL AZ TIME

LOCATION: NO VALUE

QUESTIONS SHALL BE DIRECTED TO: Brittany Lee

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

Posted Date: Tuesday, May 23, 2023

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 and experienced firms or individuals to provide psychological and psychiatric services for the Tucson Police Department (TPD).

This contract shall be divided into four groups:

Group 1 –Behavioral Health Sciences Services- Mental Health Counseling / Psychotherapy

Group 2– Behavioral Health Sciences Services – Mental Health Chemical Dependency Services / Addictions Counseling - Psychotherapy

Group 3 – Fitness for Duty Evaluations

Group 4 – Pre-employment Psychological Evaluations

Offerors may submit proposals for one group, two groups, three groups, or all four groups. The City intends to award to multiple providers within each group. Services will be provided on an as-needed basis. The City anticipates that the Tucson Fire Department (TFD) and/or the Public Safety Communications Department (PSCD) may also use this contract.

The City reserves the right to shortlist the offerors on the stated criteria. However, the City may determine that shortlisting is not necessary.

The City reserves the right to conduct interviews with some or all of the offerors at any point during the evaluation process. However, the City may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process will be taken into consideration when evaluating the stated criteria. The City will not reimburse the offeror for the costs associated with the interview process.

The City reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal.

The solicitation is open and continuous. Proposals for Qualified Vendor List for Psychological and Psychiatric Services for the Tucson Police Department shall be accepted at any time. The Committee shall convene on an as needed basis as proposals are submitted. The first round of proposals will be reviewed after June 16, 2023. Approved proposals will be added to the City' QVL list. All approved contracts will expire September 12, 2028 unless terminated by the City of Tucson.

B.2. Background

NO PRE-BID/PROPOSAL CONFERENCE: The City is foregoing a Pre-Bid/Proposal conference for this solicitation. Prospective bidders/offerors are invited to contact the assigned Contract Officer with any questions, preferably within 5 days prior to the submittal due date. Ordinarily, the purpose of this conference is to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position. Any doubt as to the requirements of this solicitation or any apparent omission or discrepancy should be presented to the Contract Officer before the submittal due

BUSINESS SERVICES DEPARTMENT Page 5 of 44 date. The City will then determine the appropriate action necessary, if any, and issue a written amendment to the solicitation.

Oral statements or instructions shall not constitute an amendment to this solicitation. Questions should be sent through the Q&A section of this solicitation in OpenGov.

B.3. Contact Information

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

Police Department

B.4. Timeline mailto:brittany.lee@tucsonaz.gov tel:(520)837-4193

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Release Project Date May 23, 2023

Proposal Submission Deadline May 23, 2028, 2:00pm

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C. SCOPE OF WORK

C.1. General Requirements- All Groups

A. The Contractor will, upon request, attend semi-annual administrative meetings with City staff to address needs at no additional cost to the City.

B. The Contractor will provide monthly invoices to the TPD Behavioral Sciences Unit. The specific content and format of the reports will be agreed upon between the TPD psychologist or designee and the Contractor.

C. The Contractor will respond to contact from the TPD psychologist verbally or in writing within forty eight (48) hours.

D. The Contractor should consider being on the City’s Employee Assistance Program and/or insurance panel.

C.2. Group 1 – Behavioral Health Sciences Services- Mental Health Counseling / Psychotherapy

A. The Contractor (s) will be a mental health provider, licensed by the state of Arizona, and qualified to provide psychotherapy/ mental health counseling and professional consultation services with specific training and expertise in treating trauma and specialize in working with first responders.

B. The Tucson Police Department will have the right to approve the individual providers providing services under the contract

C. The Contractor will provide all equipment, materials and personnel necessary to provide psychotherapy/ mental health counseling to TPD employees and family members for job related or personal issues as determined by the Behavioral Science Unit (BSU) staff, Contractor and TPD management. These sessions are intended to provide additional sessions, if warranted, after available sessions through the Employee Assistance Program are utilized. Additional sessions, beyond those provided by this RFP, if warranted may be referred to providers on the individual’s insurance carrier or the individual may elect to self-pay for services.

D. Contractor will perform professional services and provide general administrative duties and shall maintain appropriate records as dictated by industry standards and applicable law.

E. Contractor will provide other related services and consult with TPD staff as needed and requested.

F. Contractor will provide professional consulting services to TPD staff as needed and requested by the TPD on topics including expert opinions, ethical practice, national standards and employee situations.

G. The Tucson Police Department, at its sole discretion, will have the ability to choose, amongst the key personnel listed in the proposal, to whom employees will be referred.

H. The Contractor will maintain client confidentiality in accordance with applicable law.

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C.3. Group 2– Behavioral Health Sciences Services – Mental Health Chemical Dependency Services /Addictions Counseling - Psychotherapy

A. The Contractor (s) will be a Chemical Dependency professional licensed or certified by the Arizona that has knowledge of the diagnosis and treatment of alcohol and controlled substances related disorders with specific training and expertise in treating trauma and specialize in working with first responders.

B. The Contractor will provide all equipment, materials and personnel necessary to provide counseling to TPD employees and family members for job related or personal issues as determined by the Behavioral Science Unit (BSU) staff, Contractor and TPD management. These sessions are intended to provide additional sessions, if warranted, after available sessions through the Employee Assistance Program are utilized. Additional sessions if warranted may be referred to providers on the individual’s insurance carrier or the individual may elect to self-pay for services.

C. Contractor will perform professional services and provide general administrative duties and shall maintain appropriate records as dictated by industry standards and applicable law.

D. Contractor will provide other related services and consult with TPD staff as needed and requested.

E. Contractor will provide professional consulting services to TPD staff as needed and requested by the TPD on topics including expert opinions, ethical practice, national standards and employee situations.

The Tucson Police Department, at its sole discretion, will have the ability to choose, amongst the key personnel listed in the proposal, to whom employees will be referred.

F. The Contractor will maintain client confidentiality in accordance with applicable law.

C.4. Group 3 – Fitness for Duty Evaluations

A. The Contractor(s) will be licensed psychologists or psychiatrists by the State of Arizona with documented experience with law enforcement agencies in conducting fitness for duty evaluations and providing professional consultation services. Providers will work under the coordination/direction of the TPD psychologist. TPD will have final approval of all individual providers participating in this contract. The Contractor(s) must have a doctorate in psychology and must have completed an internship and/or graduate program accredited by the American Psychological Association or a medical degree from an accredited medical school and must have a psychiatric residency program from an accredited program.

B. The Contractor will provide all equipment, materials and personnel necessary to conduct fitness for duty evaluations of department personnel within the following guidelines:

1. A fitness for duty evaluation requires the approval of the Administrative Resources Division Commander or designee and may require additional approvals.

2. Single evaluations - conduct the initial assessment within seven (7) days of the request. Provide a written evaluation, which complies with the Americans with Disabilities Act and other legal mandates, to TPD psychologist within seven (7) days following the initial assessment.

3. Multiple evaluations - the Department Psychologist, in coordination with the

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Administrative Resources Division Commander or designee, will indicate the Department’s requested priority order for multiple requests for fitness for duty evaluations.

4. The written evaluation will contain a clear opinion if the employee is presently fit for unrestricted duty, fit for duty with optional time-limited accommodations, temporarily unfit for duty pending a proposed intervention, unfit for duty with little likelihood of remediation or other recommendation, as appropriate.

5. An Applicant Therapy Release From for all applicants for any mental health contacts will be completed.

6. Any written tests utilized will be validated for use with public safety candidates.

7. Unless otherwise directed by TPD, individual, face-to-face interviews in a semi-structured, job-related format will be conducted with the employees being evaluated before a final report is submitted.

8. If an employee is temporarily unfit, the Contractor will provide recommendations, consistent with resources available within the TPD, regarding counseling, modified job assignment, mentoring, training, or other remedies by which the employee may be assisted in regaining psychological suitability.

9. The Contractor will testify as needed in all administrative and/or legal proceedings in which an employee’s fitness for duty evaluation is an issue.

C. Contractor will perform professional services and general administrative duties and will maintain appropriate records as dictated by industry standards and applicable law.

D. Contractor will provide other related services and consult with TPD staff as needed and requested by TPD.

E. Contractor will provide professional consulting services to TPD staff as needed and requested by TPD. Topics may include expert opinions, ethical practice, national standards and employee situations.

F. The Tucson Police Department, at its sole discretion, will have the ability to choose, amongst the key personnel listed in the proposal, to whom employees will be referred.

C.5. Group 4 – Pre-employment Psychological Evaluations

A. The Contractor(s) will be licensed psychologists or psychiatrists by the state of Arizona with documented experience with law enforcement agencies in conducting pre-employment screenings and providing professional consultation services. Providers will work under the direction of the Administrative Resources Division Commander or designee. TPD will have final approval of all individual providers participating in this contract. The Contractor(s) must have a doctorate in psychology and must have completed an internship approved by the American Psychological Association or a medical degree from an accredited medical school and must have a psychiatric residency program from an accredited program.

B. The Contractor will provide all equipment, materials and personnel necessary to conduct pre-employment psychological screening of police officer applicants and applicants for sensitive positions. The purpose of the screening process is to provide TPD management with documented behavioral evidence that eliminates from consideration applicants who demonstrate significant signs of psychopathology or emotional instability, or who lack the basic ability or mental acuity to perform police work in a safe and responsible manner. The

BUSINESS SERVICES DEPARTMENT Page 10 of 44 screening process will consist of:

1. The Contractor will use written psychological instruments validated for use in law enforcement and consent, therapy release forms, history questionnaires and other forms consistent with current standards of practice in the field. The written instruments will be administered and scored by the Contractor. Raw test data will be available upon request.

2. Any written tests utilized will be validated for use with public safety candidates.

3. A standardized, one on one behaviorally oriented clinical interview with the applicant.

4. A written psychological report, within ten (10) working days of the interview, prepared for TPD management, containing a clearly worded recommendation regarding the psychological and/or psychosocial suitability of the applicant for employment with TPD.

5. The written report will evaluate the suitability of the candidate for the position based upon an analysis of all psychological material including test data and interview results. The reports will contain a recommendation for employment based upon the results of the screening, justification for the recommendation and any reservations the Contractor may have regarding the validity or reliability of the results.

C. Contractor will perform professional services and general administrative duties and will maintain appropriate records as dictated by industry standards and applicable law.

D. Contractor will provide other related services to TPD staff as needed and requested by TPD.

E. Contractor will provide professional consulting services to TPD staff as needed and requested by TPD. Topics may include expert opinions, ethical practice, national standards and employee situations.

F. The Tucson Police Department, at its sole discretion, will have the ability to choose, amongst the key personnel listed in the proposal, to whom current employee applicants and new applicants will be referred.

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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/portalucson-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/portalucson-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/portalucson-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/portalucson-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: Firm and Personnel

B. Method of Approach

C. Price Proposal

REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain, at a minimum, the following:

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:

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A. Waive any immaterial defect or informality; or

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

C. Reissue the solicitation.

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 five (5) 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. SOLICITATION 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://secure.procurenow.com/portalucson-az.

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;

https://secure.procurenow.com/portalucson-az

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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

E. The form of relief requested.

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F. EVALUATION PHASES

F.1. Group 1- Behavioral Health Sciences Services- Mental Health Counseling / Psychotherapy

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualification and Experience: Firm and Personnel

1. Offerors will submit the following:

a. Resumes/CVs

b. State licensing of the proposed mental health professional (Master’s degree level), psychiatrist(s) (Medical degree) or psychologist(s) (Doctorate degree)

c. Documentation of a minimum five years’ experience providing psychological or psychiatric services to law enforcement agencies and/or first responders.

d. Description of the primary focus of the offeror’s practice.

e. Demonstration of familiarity with issues of importance to law enforcement personnel, critical incident management, stress reduction, trauma counseling, grief and loss, alcohol use and misuse, chemical dependency and abuse, post-traumatic growth.

f. Three references for whom the offeror for whom the offeror performs work similar to the Scope of Services. For each, provide the current contact person and telephone number who may be contacted regarding the Offeror’s performance. Offerors will only provide references which the City has permission to contact regarding Offeror’s performance. References may be from an employer (or prior employer/supervisor) or colleague. Do not provide confidential clinical (unredacted) information.

g. Description of office facilities and amenities. Include location(s). If telehealth services will be offered, provide description of format including HIPAA compliance information.

i. A detailed description of the law enforcement experience of the firm and the proposed personnel.

j. Description of any past or current legal action or litigation related to the provision of professional services. If the use of subcontractors is proposed, provide the information required in items a – j above for each subcontractor.

N/A N/A

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2. Method of Approach

1. Submit a detailed Method of Approach, which indicates the service proposed to be performed by the Offeror. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP. If telehealth services will be offered, provide description of format including HIPAA compliance information. This section should confirm Offeror’s understanding of the RFP. Offeror should clearly outline the recommended approach of the organization in meeting the responsibilities that the City has outlined.

2. Submit a narrative that describes the Offeror’s standards of practice and evidence based treatment approach.

3. Submit a narrative that describes the Offeror’s approach to confidentiality and the security of and access to records and raw data. If telehealth services will be offered, provide description of format including HIPAA compliance information.

N/A N/A

3. Price Proposal Provide price proposal as requested on the Price Page attached herein.

F.2. Group 2- Behavioral Health Sciences Services – Mental Health Chemical Dependency Services / Addictions Counseling - Psychotherapy

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualification and Experience: Firm and

Personnel

1. Offerors will submit the following:

a. Resumes/CVs

b. State licensing of the proposed mental health professional (Master’s degree level), psychiatrist(s) (Medical degree) or psychologist(s) (Doctorate degree)

c. Documentation of a minimum five years’ experience providing psychological or psychiatric services to law enforcement agencies and/or first responders

d. Description of the primary focus of the offeror’s practice.

e. Demonstration of familiarity with issues of importance to law enforcement personnel, critical incident management, stress reduction, trauma counseling, grief and loss, alcohol use and misuse, chemical dependency and abuse, post-traumatic growth.

f. Three references for whom the offeror for whom the offeror performs work similar to the Scope of Services. For each, provide the current contact person and telephone number who may be contacted regarding the Offeror’s performance. Offerors will only provide references which the City has permission to contact regarding Offeror’s performance. References may be from an employer (or prior employer/supervisor) or colleague. Do not provide confidential clinical (unredacted) information.

g. Description of office facilities and amenities. Include location(s). If telehealth services will be offered, provide description of format including HIPAA compliance information.

h. Detailed description of the law enforcement experience of the firm and the proposed personnel.

i. Description of any past or current legal action or litigation related to the provision of professional services. If the use of subcontractors is proposed, provide the information required in items a – j above for

BUSINESS SERVICES DEPARTMENT Page 22 of 44 which indicates the service proposed to be performed by the Offeror. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP. If telehealth services will be offered, provide description of format including HIPAA compliance information. This section should confirm Offeror’s understanding of the RFP. Offeror should clearly outline the recommended approach of the organization in meeting the responsibilities that the City has outlined.

2. Submit a narrative that describes the Offeror’s standards of practice and evidence based treatment approach.

3. Submit a narrative that describes the Offeror’s approach to confidentiality and the security of and access to records and raw data. If telehealth services will be offered, provide description of format including HIPAA compliance information.

N/A N/A

3. Price Proposal Provide price proposal as requested on the

F.3. Group 3- Fitness for Duty Evaluations

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1. Offerors will submit the following:

a. Resumes/CVs

b. State licensing of the proposed psychiatrist(s) or psychologist(s)

c. Documentation of a minimum five years’ experience providing psychological or psychiatric services to law enforcement agencies.

d. Description of the primary focus of the offeror’s practice.

e. Demonstration of familiarity with issues of importance to law enforcement personnel, critical incident management, stress reduction, post trauma counseling, death notifications, victim assistance.

f. Demonstrate experience in providing expert testimony.

g. Three references for whom the offeror for whom the offeror performs work similar to the Scope of Services. For each, provide the current contact person and telephone number who may be contacted regarding the Offeror’s performance. Offerors will only provide references which the City has permission to contact regarding Offeror’s performance.

h. Description of office facilities and amenities. Include location(s). If telehealth services will be offered, provide description of format including HIPAA compliance information.

i. A detailed description of the law enforcement experience of the firm and the proposed personnel.

j. Description of any past or current legal action or litigation related to the provision of professional services. If the use of subcontractors is proposed, provide the information required in items a – j above for

BUSINESS SERVICES DEPARTMENT Page 24 of 44 which indicates the service proposed to be performed by the Offeror. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP. This section should confirm Offeror’s understanding of the RFP. Offeror should clearly outline the recommended approach of the organization in meeting the responsibilities that the City has outlined.

2. Submit a narrative that describes the Offeror’s standards of practice and evidence based treatment approach.

3. Submit a narrative that describes the Offeror’s approach to confidentiality and the security of and access to records and raw data.

4. Provide sample reports (with redaction of identifying information)

5. Propose testing instruments to be utilized.

N/A N/A

3. Price Proposal Provide price proposal as requested on the

F.4. Group 4- Pre-Employment Psychological Evaluations

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1. Offerors will submit the following:

a. Resumes/CVs

b. State licensing of the proposed psychiatrist(s) or psychologist(s)

c. Documentation of a minimum five years’ experience providing psychological or psychiatric services to law enforcement agencies.

d. Description of the primary focus of the offeror’s practice.

e. Demonstration of familiarity with issues of importance to law enforcement personnel, critical incident management, stress reduction, post trauma counseling, death notifications, victim assistance.

f. Demonstrate experience in providing expert testimony.

g. Three references for whom the offeror for whom the offeror performs work similar to the Scope of Services. For each, provide the current contact person and telephone number who may be contacted regarding the Offeror’s performance. Offerors will only provide references which the City has permission to contact regarding Offeror’s performance.

h. Description of office facilities and amenities. Include location(s). If telehealth services will be offered, provide description of format including HIPAA compliance information.

ii. A detailed description of the law enforcement experience of the firm and the proposed personnel.

j. Description of any past or current legal action or litigation related to the provision of professional services. If the use of subcontractors is proposed, provide the information required in items a – j above for

BUSINESS SERVICES DEPARTMENT Page 26 of 44 which indicates the service proposed to be performed by the Offeror. This should address in depth how Offeror plans to meet the requirements of each of the services and activities as outlined in the Scope of Work of the RFP. This section should confirm Offeror’s understanding of the RFP. Offeror should clearly outline the recommended approach of the organization in meeting the responsibilities that the City has outlined.

2. Submit a narrative that describes the Offeror’s standards of practice and evidence based treatment approach.

3. Submit a narrative that describes the Offeror’s approach to confidentiality and the security of and access to records and raw data.

4. Provide sample reports (with redaction of identifying information)

5. Propose testing instruments to be utilized.

N/A N/A

3. Price Proposal Provide price proposal as requested on the

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G. PRICING

GROUP 1 –BEHAVIORAL HEALTH SCIENCES SERVICES – MENTAL HEALTH COUNSELING /

PSYCHOTHERAPY

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. Offerors must state an all-inclusive, firm price for each of the services specified herein.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Price per hour for counseling, during regular business hours, as described in the Scope of Work herein.

1 Hour

2 Price per hour for consultant services, during regular business hours, as described in the Scope of Work herein.

1 Hour

TOTAL

GROUP 2 BEHAVIORAL HEALTH SCIENCES SERVICES – MENTAL HEALTH CHEMICAL

DEPENDENCY SERVICES / ADDICTIONS COUNSELING - PSYCHOTHERAPY

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. Offerors must state an all-inclusive, firm price for each of the services specified herein.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Price per hour for counseling or assessment, during regular Business hours, as described in the Scope of Work herein.

1 Hour

2 Price per hour for consultant services, during regular business hours, as described in the Scope of Work herein.

GROUP 3 – FITNESS FOR DUTY EVALUATIONS

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. Offerors must state an all-inclusive, firm price for each of the services specified herein.

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Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Price per person for a fitness for duty evaluation as described in the Scope of Work herein.

1 Per Person

2 Price per hour for consultant services, during regular business hours, as described in the Scope of Work herein.

GROUP 4 – PRE-EMPLOYMENT PSYCHOLOGICAL EVALUATIONS

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. Offerors must state an all-inclusive, firm price for each of the services specified herein.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Price per person for a pre-employment psychological screening as described in the Scope of Work herein.

1 Per Person

2 Price per hour for consultant services, during regular business hours, as described in the Scope of Work herein.

2 Hour

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H. SPECIAL TERMS AND CONDITIONS

H.1. 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.2. LIVING WAGE REQUIREMENTS

Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in compliance and will provide City with information and documentation demonstrating that compliance.

The City’s Living Wage ordinance can be found at the following link:

https://tucsonprocurement.com/bidders_livingwage.aspx.

H.3. 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.4. TERM

The term of the Contract shall commence upon award and shall remain in effect for a period of up to five (5) years.