RFP 25-16 Fire and Police Evaluations 9.22.25.pdf

City of South Fulton, Georgia

Fire Rescue and Police Departments

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 25-16

FIRE AND POLICE DEPARTMENT PSYCHOLOGICAL EVALUATIONS

ISSUED: WEDNESDAY, SEPTEMBER 24, 2025

BIDS DUE NO LATER THAN 2 PM THURSDAY, OCTOBER 30, 2025

City of South Fulton Procurement Department 4715 Frederick Dr. SW

South Fulton, GA 30336

RFP 25-16 FIRE AND POLICE DEPARTMENT PSYCHOLOGICAL EVALUATIONS

TABLE OF CONTENTS

RFP SOLICITATION

SUBMISSION FORM CHECKLIST

INTRODUCTION

INFORMATION AND INSTRUCTIONS TO PROPONENTS

INSTRUCTIONS TO BIDDERS

EVALUATION PROCESS/SELECTION CRITERIA

APPENDICES

Appendix A – Scope of Work Appendix B – Glossary

ATTACHMENTS

Attachment A – Proposed Cost Form Attachment B – Bonds, Insurance Information, and Forms Attachment C – Additional Required Forms

EXHIBITS

Exhibit A – Draft City Contract

The City of South Fulton, Georgia 4715 Frederick Dr. SW., Atlanta, GA 30336 Phone: 470-809-7700

Website: Procurement Department | South Fulton, GA Procurement Department | South Fulton, GA

FIRE AND POLICE DEPARTMENTS PSYCHOLOGICAL

EVALUATIONS

RFP 25-16

SCHEDULE OF EVENTS DATE

Bid Release Date: Wednesday, September 24, 2025 Non-Mandatory Pre-Bid Conference:

Our staff and the person responsible will hold a Non- Mandatory Pre-Bid Conference. To attend the Pre-Bid Conference, please consult the Information and Instructions to Bidders for details.

Wednesday, October 8, 2025, 10 AM EST

Deadline for questions:

Questions must be submitted online at:

https://www.bidnetdirect.com/georgia/Cityofsouthfulton

Friday, October 17, 2025, 3 PM EST

Answers will be posted by addendum at:

https://www.bidnetdirect.com/georgia/Cityofsouthfulton

Friday, October 24, 2025, 3 PM EST

All responses to this RFP must be submitted online at:

Bidders are required to submit responses to solicitations electronically. If you need assistance with registering or using the platform, please call BidNet Direct's Support Team at 800-835-4603, extension 2, for assistance. To attend the Bid Opening, please refer to the Information and Instructions to Bidders for details.

Thursday, October 30, 2025, 2 PM EST

THIS PROPOSAL SOLICITATION FORM MUST BE SIGNED AND SUBMITTED WITH THE PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: SSN OR FEDERAL TAX ID:

STATE: ZIP: PRINTED NAME & SIGNATURE:

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton https://www.bidnetdirect.com/georgia/Cityofsouthfulton

FIRE AND POLICE DEPARTMENTS PSYCHOLOGICAL EVALUATIONS RFP 25-16

Please use this checklist to verify that all required information is included in your proposal. It is each Proponent's sole responsibility to ensure their proposal contains all Submittals listed below or elsewhere in this RFP. Failure to submit any of the items may result in the rejection of the proposal. Proponents must submit responses electronically to https://www.bidnetdirect.com/georgia/cityofsouthfulton.

REQUIRED FORMS/ LICENSES TO SUBMIT FIRE AND POLICE DEPARTMENTS

PSYCHOLOGICAL EVALUATIONS RFP 25-16

INITIAL IF

INCLUDED

SUBMITTAL CHECKLIST (THIS FORM)

PROPOSED PRICE SCHEDULE

ACKNOWLEDGEMENT OF BIDDER STATE OF GEORGIA COUNTY OF FULTON

COST PROPOSAL

BID BOND

SURETY BONDS

PERFORMANCE BOND

PAYMENT BONDS

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

W9

NON-CONFLICT OF INTEREST

NON-COLLUSION AFFIDAVIT

BUSINESS ENTITY CERTIFICATE

CERTIFICATE OF AUTHORITY-JOINT VENTURE

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT – SUB-CONTRACTOR

AFFIDAVIT

ACKNOWLEDGEMENT OF PROPONENT STATE OF GEORGIA COUNTY OF FULTON

SUB-CONTRACTOR INFORMATION FORM

REFERENCE VERIFICATION FORMS - 4 REQUIRED

REFERENCE CHECK RELEASE STATEMENT

EXCEPTIONS FORM

CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST FOR DEVELOPMENT

SPECIFICATIONS OF SCOPE OF WORK

CERTIFICATION OF DISQUALIFICATION OR REMOVAL

ADDENDUM ACKNOWLEDGMENT FORM

ISRAEL BOYCOTT CERTIFICATION

DRUG FREE WORKPLACE CERTIFICATION

DRAFT CITY CONTRACT

COPY OF CURRENT VALID STATE OF GEORGIA LICENSED PSYCHOLOGIST

DOCUMENTATION AUTHORIZED TO OPERATE IN THE STATE OF GEORGIA

The city will not consider any proposal that does not include a completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s). The Cost Proposal must be submitted and uploaded as a separate attachment.

CONFIRMATION OF FORM SUBMISSIONS BY __________________________________________

COMPANY NAME_____________________________________________________________

COMPANY REPRESENTATIVE________________________

TITLE_______________________________________________

DATE______________________

INTRODUCTION

1. The City of South Fulton is soliciting proposals from qualified firms to conduct psychological evaluations for both the Fire Department and the Police Department.

This RFP covers pre-employment evaluations, fitness-for-duty assessments, and ongoing psychological evaluations as needed for both public safety agencies.

2. Responsibility The city will determine the Proposer’s responsibility based on the following minimum standard requirements:

Possesses the appropriate and sufficient technical experience.

Has adequate personnel and equipment to perform the work promptly.

Demonstrates the ability to comply with the required delivery schedule.

Has a satisfactory performance record.

Can provide future evaluations and services.

Has sufficient financial resources to fulfill obligations related to the work, and taking other factors into account, the city deems it relevant to the Contract.

3. Responsiveness The city will determine the Proposer’s responsiveness by verifying that complete documents meet RFP requirements without irregularities, exclusions, special conditions, or alternative bids for any item unless specifically requested in the RFP.

4. Intent to Issue Award The city plans to award the contract to the responsible and responsive Proposer whose bid provides the best value for RFP 25-16 Fire and Police Departments Psychological Evaluations. Additionally, the city reserves the right to cancel the solicitation.

5. Scope of Services The City of South Fulton is seeking qualified contractors to provide psychological evaluations for current and future personnel within the Fire and Police Departments. The submission is in accordance with the Scope of Work as defined in Appendix A.

6. Sub-Consultants and Sub-Contractors Proposer must ensure that each of its Sub-Consultants and Sub-Contractors meets the responsibility standards outlined below and throughout this RFP. Verification must include documentation showing that each Subconsultant or Subcontractor fulfills the responsibility criteria necessary to perform the work, including any professional licenses, certifications, and insurance requirements specified in this RFP, as well as those mandated by relevant governmental agencies, laws, or regulations related to the work or requirements.

6.1 Any statement, representation, or certification regarding Sub-Consultants or Sub-Contractors that is materially false, deceptive, incorrect, or incomplete, or fails to provide information about the responsibilities of any Sub-Consultant or Sub-Contractor, may result in a finding that the Proposer is not responsible.

6.2 All proposed Sub-Consultants and Sub-Contractors must be listed in the response. Additionally, it must be ensured that all proposed Sub-Contractors have sufficient personnel, experience, proper facilities, finances, and business systems to perform the scope of services. The city reserves the right to approve all Sub-Contractors and Sub-Consultants.

6.3 The proposer is responsible for verifying the existence, authenticity, and expiration dates of all licenses required by all Sub-Consultants and Sub-Contractors involved in this RFP. The lack of a valid license for any Sub-Consultant or Sub-Contractor is grounds for default, an immediate cause for termination with prejudice regarding the submission, and the removal of any unlicensed entity from the project.

6.4 All must be licensed or certified as a condition precedent to providing goods or services under this RFP. The revocation or loss of such license or certification may result in the immediate termination of the Contract, effective as of the date the license or certification becomes invalid.

The city must approve all Sub-Consultants and Sub-Contractors before they can perform. The bidder must receive written permission to add Sub-Consultants or

6.5 Sub-Contractors were not initially included in the Bidder’s response. Sub-Consultants and Sub- Contractors may not subcontract any part of their work under this RFP without obtaining written consent from the City. Failure of the Bidder to get prior approval from the city for each Subconsultant or Subcontractor performing work on the project may result in suspension of work by that Subcontractor, removal of work done by unapproved Sub-Contractors, and all other allowable sanctions against the Bidder.

7. Minimum Requirements In addition to meeting all other requirements of this RFP, every responding Proposer must provide verifiable proof that their firm and personnel at least meet the following qualifications.

7.1 Proponents must have at least three years of experience conducting psychological evaluations for public safety personnel, including both police officers and firefighters.

7.2 Demonstrate familiarity with state and federal requirements governing psychological testing for sworn law enforcement officers and firefighters.

8. Term of Contract The initial term of the contract is for one year, starting from the date specified in the notice to proceed.

The city has the option to renew the contract for up to three additional one-year periods, to be exercised in writing by the city before the end of each current term. Each renewal depends on the availability of funds, the satisfactory performance of the contract, and a mutual written agreement between both parties.

INFORMATION AND INSTRUCTIONS TO PROPONENTS

9. Ethical Policies All proponents and their representatives seeking a City of South Fulton contract may not initiate or continue any verbal or written communication regarding a solicitation with any city officer, elected official, employee, or other city representative, other than the Department of Finance employee named in the solicitation, from the date the solicitation is issued until the final contract is awarded by the City Council, unless otherwise specified herein.

9.1 Attempting to influence the outcome of any Contract before a recommendation of award to the City Council is prohibited. The Director of Purchasing will investigate any alleged violations of this rule. If the Director finds that such communication has compromised the competitive process, the proposal from that Proponent may be disqualified from consideration for the award, and the Proponent may be added to the ineligible source list, among other measures.

9.2 Violations of this rule may also result in prosecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from requesting or accepting any material payment, gift, job offer, security, promise of future benefits, or any other tangible or intangible item of value when such acceptance could influence a procurement decision or give an unfair advantage in a procurement process, as outlined in Sec. 1-9004 (d) of the City of South Fulton Code of Ordinances and other relevant policies.

Ownership of Proposals Each proposal submitted to the city becomes the property of the city without any compensation to the Proponent and may be used at the city's discretion. The city is not liable for any costs incurred by Proponents in preparing their proposals.

Georgia Open Records Act Information provided to the city may be disclosed under the Georgia Open Records Act, O.C.G.A. § 50-18- 70 et seq. In accordance with O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wants to keep such records confidential under this paragraph will submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

Bonding and Insurance Requirements The bonding and insurance criteria for any contract awarded under this RFP are detailed in Attachment B:

Bonding and Insurance Requirements. The Proponent must provide a current certificate of insurance showing any existing commercial general liability policies issued to the Proponent, if applicable. For this section, “Proponent” refers to an individual, corporation, or other legal entity submitting a proposal for this solicitation, including each joint venture partner if the Proponent is a joint venture.

13.Evaluation of Financial Information The city’s review of financial data related to a Proponent and how it considers such data when determining if a Proponent is responsive and responsible may involve examining various items that must be included in a Proposal. The city will review the financial information provided by the Proponent and attach it to this RFP. Additionally, if this RFP requires a successful Proponent that is awarded a contract through this solicitation to provide some form of performance guarantee (e.g., letter of credit, guaranty agreement, etc.), the Proponent must submit with its proposal a notarized letter from a suitable financial institution affirming its willingness to issue such a performance guarantee if a contract is awarded.

14. Joint Ventures Each party involved in a Joint Venture must fully complete and submit the Required Submittal Forms unless otherwise specified in this RFP.

15.Electronic Signature Acknowledgement The City of South Fulton utilizes Adobe Sign, or another City-approved electronic signature platform, for the official execution of contracts. By submitting a Bid and, if awarded, executing a Contract with the City, the Proposer acknowledges and agrees to the following:

15.1 Legally Binding: An electronic signature executed through Adobe Sign shall possess the same legal force and effect as a handwritten signature, in accordance with the Georgia Uniform Electronic Transactions Act (O.C.G.A. § 10-12-1 et seq.), the federal Electronic Signatures in Global and National Commerce Act (15 U.S.C. § 7001 et seq.), and any other applicable law.

15.2 Authority to Sign**: The individual executing the Contract electronically on behalf of the Proposer affirms their authority to bind the Proposer to the terms of the Contract.

15.3 Official Record**: The fully executed Contract, as maintained in Adobe Sign by the City, shall serve as the official and binding version of the Contract for all purposes.

15.4 No Requirement for Paper Originals**: Unless specifically requested by the City, no paper copies or handwritten signatures shall be necessary for the validity or enforceability of the Contract.

15.5 All communications related to this solicitation and any resulting Contract, including but not limited to addenda, notices of award, Contract amendments, and other official correspondence, may be sent electronically by the City of South Fulton. The Proposer agrees to the following terms Electronic Communications

15.6 All communications pertaining to this solicitation and any resulting Contract, including but not limited to addenda, notices of award, Contract amendments, and other official correspondence, may be transmitted electronically by the City of South Fulton. The Proposer agrees to the following terms:

15.7 Official Delivery: Communications sent by the City via email or through Adobe Sign (or another City-approved electronic platform) shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

Responsibility to Monitor: Proposers are responsible for actively monitoring the email address and electronic platform designated in their Bid submission for communications from the City. Failure to receive or review electronic communications shall not exempt the Proposer from any obligations under this RFP or any resulting Contract.

16. Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

17. Record Retention: The City’s electronic records of such communications shall constitute the official record for all procurement and contract administration purposes.

18. Confidentiality/Data Security The contractor agrees to keep all documents, data, records, and other information developed or obtained in connection with this Agreement confidential. Contractors must take commercially reasonable steps to safeguard electronic data and must not disclose city information to third parties without prior written approval from the city.

19. Examination of Proposal Documents The proponent is responsible for thoroughly reviewing the complete RFP and all Addenda, and for informing itself about all conditions that might affect the cost or performance of any Services.

Failure to do so will be at the sole risk of the Proponent, who is deemed to have included all costs for providing the Services in its Proposal.

19.1 The proponent must promptly notify the city in writing if they discover discrepancies, errors, ambiguities, or omissions in the solicitation documents, or if their intent or meaning appears unclear or if any other questions arise regarding the RFP. Responses to such notices may be provided to the proponents through an addendum to the RFP, which will be issued simultaneously to all potential Proponents. No oral responses are binding on the city.

19.2 The city may, in accordance with applicable law and by addendum, modify any provision or part of the RFP at any time before the Proposal due date and time.

19.3 The proponent must verify that all Addenda have been received and confirm receipt by signing the Acknowledgment of Addenda form provided with each Addendum.

19.4 The city may disregard any technicalities and formalities in this solicitation and reserves the right to cancel the RFP entirely.

20. Oral Presentations/Interviews Responsive proponents may be asked to give an oral presentation of their proposed solution to the city’s Evaluation Committee. Representatives of the key personnel listed in the proponent’s proposal, as well as those with decision-making authority and the ability to bind the proponent, must be prepared to speak on behalf of and for the proponent.

Participants in the oral presentation will notify responsive Proponents of the date, time, and location, if required. It will also provide an agenda or topics for discussion.

The city reserves the right to negotiate the fee and Scope of Services with the highest-ranked Proposer. If negotiations are unsuccessful, the city reserves the right to negotiate with the second-highest-ranked Proposer. An award recommendation will be made to the Proposer with whom potential contract negotiations are successful.

The EC may provide a list of topics for discussion. Individuals or firms will have equal time to present, but the question-and-answer period may vary in duration. Proposers might be asked to demonstrate the nature of their proposed solution to the SC. After receiving submissions, all firms will get a description of and arrangements for the required demonstration. A copy of the demonstration (in hard copy, on DVD, on CD, or as a combination of these) should be provided to the Purchasing Agent during the meeting to be kept in the Purchasing files.

21. Illegal Immigration Reform and Enforcement Act This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to the Act, the Proponent must include with its proposal proof of registration and ongoing participation in the E-Verify Program established by the United States Department of Homeland Security.

Completed Contractor Affidavit and the Illegal Immigration Reform and Enforcement Act Forms, attached in Attachment C: Required Form Submittals, must be submitted with the Proposal at the time of submission. Under State Law, the city cannot consider any Proposal that does not include this completed form.

If a Proponent's business structure requires obtaining an Employer Identification Number (EIN) from the Internal Revenue Service, the Proponent must complete the Contractor Affidavit on their behalf and provide a Federal Work Authorization User ID Number issued to the Proponent itself.

If a Proponent's business structure does not require an EIN, each entity within the corporate structure must submit a separate Contractor Affidavit. This notice is not intended to provide detailed information or legal advice about the Act. All Proponents planning to do business with the city are responsible for understanding and complying with the Act independently and for assessing how it may impact city solicitations and their participation.

For more information about the E-Verify program or to enroll, visit: https://e-verify.uscis.gov/enroll.

Additional details on completing and submitting the Contractor Affidavit can be found within this RFP.

22. Debarment & Suspension Certification By submitting a proposal, the Proposer certifies that neither it nor its principals are currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in state, federal, or local government contracts. The city reserves the right to reject a proposal if the Proposer cannot make this certification.

23. Conflict of Interest Proponents should review and understand the conflict-of-interest provisions in this RFP. Unless otherwise specified in this RFP, these instructions, or the Notice to Proponents regarding Conflicts of Interest, successful proponents are not prohibited from responding to other solicitations.

24. Tax Exemption Status The City of South Fulton is exempt from Federal Excise Tax and Georgia Sales Tax on goods and services purchased directly. Exemption certificates are available upon request.

25. Professional License The Proponent must include a current Georgia State Psychologist License.

https://e-verify.uscis.gov/enroll

26. Legal and Regulatory Compliance The contractor ensures full compliance with all applicable legal, regulatory, and professional standards, including but not limited to:

1. ADA (42 U.S.C. §12112): Non-discriminatory evaluation procedures

2. EEOC Guidelines (29 CFR Part 1607): Fair and valid testing practices

3. Georgia State Board of Examiners of Psychologists: Licensure and ethical standards; and best practices from IAFF and IAFC for public safety psychological screening.

27. HIPAA Compliance Clause HIPAA (45 CFR Parts 160 and 164) Ensuring the privacy and security of all health-related data. The contractor must safeguard the health of patients' information and maintain the security of their records.

28. Liquidated Damages If the Contractor fails to deliver services or work products on time as specified in individual task orders, and the delay is not caused by factors outside the Contractor’s control, the City may impose liquidated damages of $250 for each calendar day of delay until the services are completed.

29. Certificate of Authority to Transact Business in Georgia Each Proponent must submit documentation proving they are properly authorized to operate within the State of Georgia, along with their proposal. This requirement also applies to Joint Venture (JV) Team Members and Sub-Contractors.

30. Business License The Proponent must submit a copy of a current, valid business license with its Proposal. If the Proponent is a Georgia corporation, it must also submit a valid city or local business license. If the Proponent is a joint venture, each member must provide a valid business license. For non-Georgia corporations, the Proponent must submit a Certificate of Authority to Transact Business in Georgia along with a copy of its current, valid business license from its home jurisdiction.

31. Negotiations/Best and Final Offers The city reserves the right to negotiate specific terms and conditions as needed to fulfill the purpose of this RFP. The city may require the submission of Best and Final Offers. The city may also require that this RFP and the Proponent’s response be fully or partially incorporated into the Contract Documents. The RFP, along with all responses, supplemental information, and other submissions provided by the Proponent during discussions, or if the city conducts negotiations, are to be considered contractually binding on the Proponent. The city may request clarification from a Proponent at any point during the procurement process, and a Proponent's failure to respond promptly may result in the rejection of their proposal.

32. Multiple Awards The city reserves, at its sole discretion, the right to make one award, no awards, or awards to multiple Proponents.

33. Title VI Solicitation Notice The City of South Fulton, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all bidders and offerors that it will affirmatively ensure that any contract entered into pursuant to this advertisement will provide disadvantaged business enterprises a full and fair opportunity to submit bids.

It will also not discriminate based on race, color, or national origin. It will not exclude participation in, deny benefits of, or discriminate in consideration for awards for any program or activity receiving Federal funds or other Federal financial assistance.

34. No Offer by City and Firm Offer by Proponent This solicitation does not constitute an offer from the city to form a contract and cannot be accepted by any Proponent to create a Contract. It is solely an invitation for offers from interested Proponents, and no offer will obligate the city. A Proponent’s offer is binding and may only be withdrawn as specified in this RFP, the city’s Code of Ordinances, and other applicable laws.

35. Award and Execution of Contract In the event the City awards a Contract pursuant to this solicitation, the City shall prepare and transmit to the Proposer an unsigned Contract for execution, which shall be in the form of the Draft Contract included in this RFP. The City reserves the right to modify the Contract to incorporate the Proposer’s Bid, Scope of Services, and Cost Bid Forms. It is highly recommended that all Proposers conduct a thorough review of the Draft Contract before the submission of a Bid.

All proposed revisions to the Draft Contract must be submitted in writing alongside the Proposer’s Bid response. The City reserves the right to reject any Bid if the proposed revisions are deemed unacceptable. Proposers are strongly encouraged to consult with an Authorized Representative possessing full authority to execute the Contract on behalf of the Proposer regarding any such revisions.

Upon receiving approval for the award from the City of South Fulton City Council, the City will provide the Proposer with an unsigned Contract via Adobe Sign or another City-approved electronic signature platform. The Proposer must execute and return the Contract, along with the required insurance certificates and any other documentation specified in this RFP 25-16 or requested by the City, within ten calendar days of receipt. Noncompliance may result in withdrawal of the award, forfeiture of bid security (if applicable), and awarding the Contract to the next lowest responsive and responsible Proposer.

36. Local Vendor Preference In accordance with City Ordinance Section 1-9004, a preference must be given to local Vendors. A "local Vendor" is defined as a business with a physical office within the city limits that holds a valid business license issued by the city.

Local vendors must submit a signed local Vendor affidavit with their proposal to qualify for this preference. The preference will only be applied if proposals are otherwise substantially equal in merit.

INSTRUCTIONS TO BIDDERS

RFP 25-16 Fire and Police Department Psychological Evaluations must be submitted online by or before Thursday, October 30, 2025, 2 PM EST - Timestamp governed by Bidnet.

COPIES OF BIDDING DOCUMENTS

All potential bidders can download a copy of the bid and specifications from the city’s website at https://www.bidnetdirect.com/georgia/Cityofsouthfulton and the Georgia Procurement Registry website at https://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. The bid is managed by the City of South Fulton Purchasing Department, which will oversee all bidding activities for this project.

All potential bidders are solely responsible for ensuring they have all necessary bid documents, including any addenda issued before the bidding.

All bidding documents will be provided online as noted above.

Complete sets of Bidding Documents must be used when preparing bids; neither the owner nor anyone else accepts responsibility for errors or misinterpretations resulting from the use of incomplete documents.

The Owner provides copies of the Bidding Documents only to solicit Bids for the Work under the above terms and does not grant any license or permission for any other uses.

NON-MANDATORY PRE-BID CONFERENCE

A voluntary pre-bid Microsoft Teams conference is scheduled for Wednesday, October 8, 2025, at 10 AM EST, hosted by our staff and responsible persons.

Attending the Pre-Proposal Conference is optional for proposers responding to this RFP. The session will cover the general project requirements. Any questions raised during the Pre-Proposal Conference will not be considered official or authoritative.

Each bidder must be fully aware of all current and anticipated conditions and issues that could impact the cost or performance of the Services. However, it should be emphasized that nothing discussed or stated during this Pre-Bid Conference should be regarded as changing, modifying, or altering the requirements of the solicitation documents unless it is later included in an addendum to those documents.

Each Proponent must be fully informed about all aspects of the Proposal. To attend the Pre-Bid Conference, please join Microsoft Teams using the app or the web with the information below.

Meeting ID: 258 716 381 780 Passcode: 6VX6Rk6i Or call in (audio only) +1 929-583-6155 United States, New York City Phone Conference ID: 53725069#

It is important to note, however, that nothing discussed or stated during the Pre-Proposal conference should be understood as modifying, changing, or altering the requirements of the solicitation documents unless it is later included in an addendum to the solicitation documents.

PROPOSAL DURATION

Proposals submitted in response to this RFP must remain valid for one hundred twenty calendar days from the proposal submission deadline. The post-award grant process includes implementing the grant, reporting progress, ensuring compliance, and fulfilling the closeout requirements.

MODIFICATION AND WITHDRAWAL OF BID

A bid can be changed or canceled by submitting a properly executed document before the bid opening deadline.

If, within twenty-four hours after bids are opened, any bidder files a properly signed written notice with the owner and promptly demonstrates to the owner's reasonable satisfaction that there was a material and significant mistake in preparing their bid, that bidder may withdraw their bid, and the bid security will be returned. Afterward, if the work is rebid, that bidder will be disqualified from further bidding on the work.

No bid can be withdrawn after the bid due date for a period of sixty calendar days.

BIDS TO REMAIN SUBJECT TO ACCEPTANCE

All bids will be subject to acceptance during the period specified in the Bid Form. However, the Owner may, at its discretion, release any bid and return the bid security before this period ends.

EVALUATION OF BIDS AND AWARD OF CONTRACT

The owner reserves the right to reject any or all Bids, including, but not limited to, nonconforming, non-responsive, unbalanced, or conditional Bids. Additionally, the owner reserves the right to reject the Bid of any Bidder whom it determines, after reasonable inquiry and evaluation, to be irresponsible.

Submitting multiple bids for the same work by the same individual or entity, whether under the same or different names, will not be accepted. Reasonable grounds to believe that a bidder has an interest in multiple bids for the work may lead to the disqualification of that bidder and rejection of all bids involving that bidder.

When evaluating bids, the required criteria, including alternates, unit prices, and other data requested in the bid form or before the notice of award, are determined.

Consideration and evaluation of the qualifications and experience of Sub-Contractors, Suppliers, and other individuals or entities proposed for parts of the work.

Conduct investigations as needed to evaluate the responsibility, qualifications, and financial stability of Bidders, proposed Sub-Contractors, Suppliers, individuals, or entities for the parts of the work according to the RFP criteria.

If the Contract is awarded, the City of South Fulton will give it to the Bidder whose bid best benefits the Fire and Police Departments.

SOLICITATION QUESTIONS/ PROHIBITED CONTACTS

All questions and communications regarding this RFP must be submitted in writing by logging into https://www.bidnetdirect.com/georgia/Cityofsouthfulton on or before Friday, October 17, 2025, 3 PM EST. Questions received after the deadline might not be considered. Any response from the city will be posted online at https://www.bidnetdirect.com/georgia/Cityofsouthfulton via Addendum. No Proponent may rely on any verbal response to questions submitted about this RFP.

INTERPRETATIONS AND ADDENDA

Addenda may be issued by the Purchasing Department to clarify, correct, or modify the Bidding Documents as needed. All Addenda will be shared through Bidnet and the Georgia Procurement Registry.

TERM OF CONTRACT

The initial term of this Contract is one year and may be renewed for three successive one-year terms upon written notice by the city under the same terms and conditions. The services to be performed under this Contract begin on the effective date of this agreement and automatically end, without further obligation from the city, at the conclusion of each Term unless terminated earlier in accordance with the termination provisions of this Contract.

The Contract commences within ten calendar days after receipt of written Notice to Proceed (NTP).

PROPOSAL SECURITY AND PERFORMANCE BONDS BID AND CONTRACT SECURITY

A bid bond is required for this project. Each bid must include a bid bond equal to five percent of the bid amount. The bid bond must be submitted along with the bid.

Bids must include a bid bond or certified check equal to five percent of the total amount of the base bid. The bid bond or certified check must be valid only for this bid. The bid name and contract number must be clearly stated on the security instrument. The bond must remain in effect until the bidder signs the final contract. Bids that do not meet the bonding requirements for this project will be considered non-responsive.

Any bid bond, performance bond, payment bond, or security deposit required must be approved and filed with the purchasing agent. At the County's discretion, if the surety named in the bond is not a surety company authorized by law to conduct surety business in this state and does not have a valid certificate of authority from the Commissioner of Insurance, the bond must not be approved and filed unless the surety appears on the United States Department of the Treasury’s list of approved bond sureties.

NEGOTIATION AND AWARD

The city plans to hold its first negotiation meeting within thirty days after the City Council approves the final ranking by the Committee. At least one representative from the participating firm must be authorized to bind the firm during negotiations with the city. If negotiations are not successful within a reasonable timeframe (and the firm will be notified), an impasse will be declared, and negotiations with the first-ranked firm will cease. Negotiations will then begin with the next-ranked firm. This process will continue until the city reaches an agreement and successfully finalizes a contract.

CONFLICT OF INTEREST NOTICE TO PROPONENTS

All firms, subcontractors, and their employees are notified and advised to avoid potential conflicts of interest. Full and prompt disclosure of involvement in any project or services to other clients that could conflict with the financing, construction, operation, and management of the city’s projects must be provided to the city in the technical response of the firm’s proposal and during the development of the assignment, so that any real or potential conflicts of interest can be identified and avoided.

In any situation where the Proponent, including joint venture partners, parent or subsidiary companies, or affiliates under common control, provides services or work under another contract with the city and a dispute, claim, or conflict of interest arises between the city and such Proponent under this or another agreement, the city may, at its sole discretion, suspend all existing work under this contract and may or may not award additional work to the Proponent until the dispute, claim, or conflict is resolved to the city’s satisfaction. If the city takes such action, the Proponent is not entitled to any additional costs of any kind resulting from it, except that the Proponent may be paid for authorized services provided before the suspension. This provision is not exclusive and is in addition to any rights and remedies the city has under this contract, other agreements, or applicable law.

BIDDER’S ACKNOWLEDGEMENTS

The Bidder agrees to all the terms and conditions outlined in the Instructions to Bidders. This Bid will stay open for acceptance for sixty days after the Bid opening, or for an extended period if the Bidder agrees to in writing at the Owner's request.

BIDDER’S CERTIFICATION

Bidder certifies that:

This bid is genuine and not submitted on behalf of any undisclosed individual or entity. It is also not made in accordance with any collusive agreement or rules of any group, association, organization, or corporation.

Bidder has not directly or indirectly encouraged or solicited any other Bidder to submit a false or sham submission.

Bid: The Bidder has not solicited or coerced any person or organization to refrain from bidding; and Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices while competing for the Contract.

For this, “Corrupt practice” means offering, giving, receiving, or soliciting anything of value likely to influence the actions of a public official in the bidding process.

“Fraudulent practice” means intentionally misrepresenting facts to (a) influence the bidding process to the detriment of the Owner, (b) set bid prices at artificially non-competitive levels, or (c) deprive the Owner of the benefits of free and open competition.

“Collusive practice” means a scheme or arrangement among two or more Bidders, with or without the Owner's knowledge, intended to set bid prices at artificial, non-competitive levels; and “Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or the execution of the Contract.

BASIS OF BID

The Bidder acknowledges that the quantities listed for unit price items may increase or decrease. If the quantities of any work items are increased, the Bidder agrees to perform the additional work at the specified unit prices. If the quantities decrease, the Bidder understands that payment will be based on the actual quantities at the bid unit prices, and no claims will be made for expected profits due to the decrease. Exact quantities will be determined upon completion of the work, and the contract amount will be adjusted accordingly through an increase or decrease.

PRESENTATIONS / DEMONSTRATIONS / INTERVIEWS (WHEN APPLICABLE)

The city reserves the right to negotiate fees or the Scope of Services with the top-ranked Proposer. If negotiations are unsuccessful, the city may negotiate with the second-ranked contractor.

Recommendations for awarding will be based on the Proposer with whom a successful contract negotiation is achieved. The EC may provide a list of discussion topics. All individuals or firms will have equal time to present, but the question-and-answer period may differ. Proposers may be asked to demonstrate their proposed solution to the EC. After receiving submissions, all firms will be given details and arrangements for the demonstration. A copy of the demonstration (in hard copy, on DVD, on CD, or as a combination) should be submitted to the Purchasing Agent at the meeting for filing in the Purchasing records.

EVALUATION PROCESS

The following criteria will be used to evaluate proposals:

The city aims to select the Proponent whose proposal is deemed the most advantageous to the city, based on the technical and price evaluation criteria listed below.

The Evaluation Committee (EC) will be responsible for ranking and recommending the most qualified firm(s) to the City Council for award. The process for this procurement may proceed as follows:

The Purchasing Director submits the RFP responses to agency staff for summarization for the Evaluation Committee members. The relevant department will review the litigation history, and the Purchasing Department will evaluate the financial aspects of the responses. Staff will also identify any incomplete submissions. The Purchasing Director of Procurement will review the information and recommend to the Evaluation Committee whether each firm responds adequately to the RFP requirements.

The final decision regarding responsiveness is solely at the discretion of the Evaluation Committee. All firms deemed both responsive and responsible to the requirements of the RFP may have the opportunity to give an oral presentation to the SC and discuss their proposal, demonstrating their approach to the scope of work. If the city requests interviews, staff might provide a list of discussion topics, and each firm will have equal time to present; however, the questions and responses may differ.

The Evaluation Committee makes the final decision on responsiveness. All proposals will be evaluated based on the Evaluation Criteria listed in the solicitation. Each proposal will be reviewed in accordance with the city’s Code of Ordinances and the criteria specified in this RFP, as follows:

Please note that prices may be negotiated in the city's best interest after scoring is finalized.

PROPOSAL EVALUATION – SELECTION CRITERIA

The city's choice of a firm will depend on the firm's demonstrated competence and qualifications in delivering the required services. Each proposal will be reviewed and scored by city staff. The proposer’s submission must fully address the requirements listed in this solicitation and demonstrate the firm’s experience, knowledge, and ability to provide qualified and knowledgeable support for staff. The proposal must not include any exclusions, conditions, or provisions related to the request. The city aims to select the most qualified firm to meet its needs. The award will be based on, but not limited to, the following factors:

* Total points awarded for price will be calculated using this formula: (Lowest Overall Proposer’s Price) x 20 = Financial Proposal Score.

The City of South Fulton reserves the right, at its sole discretion, to reject or accept any submission it finds non-responsive. If the City cannot reach an agreement with an initially chosen firm or team, it may start negotiations with the next highest-ranked firm or team.

The City of South Fulton might select a firm without conducting an interview or choose to interview all or some of the applicants.

OVERVIEW OF PROPOSAL REQUIREMENTS

Proposers must submit proposals that follow the content and format requirements outlined in this RFP.

Proposals should be well-organized and structured to facilitate easy navigation of the materials within the document.

EVALUATION CRITERIA DESCRIPTION: MAXIMUM

POINTS

Experience with both the Fire and Police Departments' Psychological Evaluations, including projects of comparable nature, scope, complexity, and duration, with evidence of satisfactory completion on time and within budget over the past three years.

Demonstrated use of validated instruments and methods tailored to law enforcement and fire service:

Specifically, the following:

1. Standardized Psychological Testing – Validated tools (e.g., MMPI-2-RF, CPI)

2. Structured Clinical Interviews – Conducted by a licensed psychologist assessing emotional stability, impulse control, judgment, and more.

3. Written Evaluation Reports – Summarizing with clear recommendations of:

Suitable, Suitable with Concerns, or Not Suitable.

4. Optional Consultation – Post-evaluation discussion with Fire and Law Enforcement hiring staff, if requested

Cost Proposal: Evaluates the Proposer’s total bid cost for the required services.

Each Cost Proposal must also include a detailed list of all expenses or fees the Proposer considers as Additional Services, payable directly to a Sub-Contractor or Vendor. These expenses must be based on actual costs incurred, with no markup for overhead or profit.

References and Past Performance with Public Safety Clients: Prior client references that demonstrate technical expertise, key personnel, and the ability to meet service and reporting deadlines.

Local Preference 10 Ability to meet reporting deadlines and service turnaround 10

MAXIMUM SCORE: 100

The city reserves the right to request additional information it considers necessary to verify the Proposer’s competence, the number of qualified employees, business organization, and financial resources are sufficient to fulfill the contract. The city will decide, at its sole discretion, whether any part of the Proposal meets the requirements outlined in this section.

APPENDIX A

SCOPE OF WORK

RFP 25-16 FIRE AND POLICE DEPARTMENTS PSYCHOLOGICAL EVALUATIONS

The Contractor shall provide psychological evaluations for all personnel within the Fire and Police Departments.

Services must include pre-employment screenings, annual and fitness-for-duty evaluations, and any additional psychological testing as required by departmental policy or law.

The Contractor must demonstrate specialized expertise in evaluating law enforcement personnel, including stress management, crisis readiness, and use-of-force-related assessments.

SCOPE INCLUDES:

1. Standardized Written Psychological Testing – Validated instruments (e.g., MMPI-2-RF, CPI)

2. Structured Clinical Interview – By a licensed psychologist evaluating emotional stability, impulse control, judgment, etc.

3. Written Evaluation Report – Summary with clear recommendation: Suitable, Suitable with Concerns, or Not Suitable

4. Optional Consultation – Post-evaluation discussion with SFFR hiring staff, if requested

5. Compliance – All services must comply with HIPAA, ADA, EEOC, and State licensing rules

6. Location – Secure facility within 20 miles or approved telehealth option

7. Volume – Estimated 20–25 candidates annually, with the ability to scale

8. All prices shall be firm for the duration of the contract and must include all applicable charges

LEGAL AND REGULATORY COMPLIANCE

The contractor shall ensure full compliance with all applicable legal, regulatory, and professional standards, including but not limited to:

1. HIPAA (45 CFR Parts 160 and 164): Privacy and security of all health-related data

2. ADA (42 U.S.C. §12112): Non-discriminatory evaluation procedures

3. EEOC Guidelines (29 CFR Part 1607): Fair and valid testing practices

4. Georgia State Board of Examiners of Psychologists: Licensure and ethical standards

5. Best practices from IAFF and IAFC for public safety psychological screening

MINIMUM VENDOR QUALIFICATIONS

1. Licensed psychologist in the State of Georgia

2. Minimum of three years of experience conducting psychological evaluations for public safety personnel

3. Demonstrated knowledge of psychological demands unique to emergency response roles

4. Proven ability to securely manage confidential data in compliance with HIPAA and privacy regulations

REQUIRED SERVICES

Each evaluation must include:

1. Standardized and validated psychological tests (e.g., MMPI-2-RF, CPI)

2. One-on-one clinical interview conducted by a licensed psychologist

Behavioral risk assessment, including:

1. Team Dynamics and Emotional Stability

2. Impulse Control

3. Stress Tolerance

4. Judgment and decision-making

5. Substance use risk

6. Written report including findings, recommendations, and a clear suitability rating (e.g., Suitable, Conditional, Not Suitable)

LOCATION AND VOLUME

Services must be provided:

1. At a secure testing facility within 20 miles of South Fulton, GA, or

2. Through a pre-approved telehealth platform that meets HIPAA and psychological testing standards

Estimated annual volume:

1. 20-25 firefighter candidates and 25-30 police officer candidates

2. Subject to staffing requirements with scalability options

REPORTING AND TURNAROUND TIME

The final written report must be submitted to the designated Fire or Police representative within ten business days

Optional post-assessment consultation with Fire or Police personnel upon request

APPENDIX B

GLOSSARY OF TERMS

ADA (The Americans with Disabilities Act) protects people with disabilities from discrimination. The ADA prohibits discrimination based on disability in employment, state and local government, public services, accommodations, commercial facilities, transportation, and telecommunications.