RFQ 2025-70-Pre-Employment Testing.pdf

Revised 7/2025 Page 1

REQUEST FOR QUOTES (RFQ) #2025-70

Issue Date: September 29, 2025

Project Name: Pre-Employment Testing

Quote Due Date/Time: October 23, 2025, 2:00 PM PST

Procurement Analyst: Stephanie Ebner Email: sebner@clackamas.us

SUBMIT QUOTES VIA EQUITY HUB’S BID LOCKER LOCATED AT

https://bidlocker.us/a/clackamascounty/BidLocker.

PLEASE NOTE: EMAIL SUBMISSIONS WILL NOT BE ACCEPTED.

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this

Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote

Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S- C01010-00015041. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List.

Prospective Quoters are responsible for obtaining any addenda or clarifying questions from

OregonBuys.

Submitting Quotes: Bid Locker

Quotes will only be accepted electronically via a secure online submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed quote documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated above or as modified by Addendum.

LATE QUOTES WILL NOT BE ACCEPTED.

C. Quoters must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Quoters with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

Procurement Division

Public Services Building

2051 Kaen Road

Oregon City, OR 97045

(503) 742-5444 (Office) mailto:sebner@clackamas.us https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects

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2. BACKGROUND

The Clackamas County Sheriff’s Office is seeking the most qualified and cost-effective contractor to provide pre-employment post-offer medical and psychological screening services, pre-employment post-offer physical capacity evaluations, and other on-going testing and evaluation services (hearing, leadership assessment, physicals, etc.) in a one-stop setting.

3. SCOPE OF WORK

Medical

Complete physical examination by a physician with emphasis on the neurological and orthopedic system seeking to identify problems that might interfere with performing the essential job functions of a law enforcement officer. Comprehensive medical and history assessment must include:

• Audiometric screening

• Visual acuity screening

• Color vision screening

• Depth perception screening

• Peripheral vision screening

• Cardiovascular testing

• Pulmonary capacity testing

• Prescribed medications (must not interfere with job requirements)

• Medical recommendations for applicants with a history of diabetes, seizures or hypertension

(must not interfere with job requirements)

• Height and weight

• Blood pressure screening

• Blood chemistry profile

• Drug analysis screening

• Tuberculin testing (and chest X-Ray, if required)

• And any other assessment required by Oregon Revised Statutes (ORS), Oregon Administrative

Rules (OAR) and the Department of Public Safety Standards and Training (DPSST)

Complete physical examinations must be performed by licensed medical physicians familiar with the unique physical demands of law enforcement.

Psychological

Complete psychological assessment by a doctoral level psychologist of deputy and probation and parole officer candidates utilizing the most current normative testing procedures that comply with the Americans with Disabilities Act (“ADA”) regulations and the IACP protocols.

Job functions unique to law enforcement positions shall be reflected in the psychologist’s rating form and shall be tailored to the job classification of the candidate. Reports shall evaluate the suitability of a candidate for the public safety position based on an analysis of all psychological material, including test date, interview results, work history, and other appropriate analysis. Reports to the Sheriff’s Office shall contain a rating and a recommendation for employment based upon the results of the screening, justification for the recommendation and rating, and any reservations the psychologist might have regarding the validity or reliability of the results. The evaluation must provide a basis that candidates are free of job-relevant emotional and mental impairments, possess adequate stress resilience and emotional stability, and can meet the behavioral, social, and cognitive demands of law enforcement work.

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A comprehensive test battery including objective, validated psychological instruments must be administered to applicants. These test results must be available to the psychological evaluator before follow-up interviews are conducted.

Comprehensive psychological evaluation to consist of the following components:

• Completion of a detailed biographical information questionnaire that gathers information on pertinent aspects of the candidate including medical, psychological, educational, employment, law enforcement preparation, psycho-social development, substance use, legal and other related information

• Must include the evaluator’s name and license number and a description of the evaluator’s assessment of the applicant’s tendencies, feelings and opinions toward diverse cultures, races and ethnicities and differing social, political, economic and life statuses (Per OAR 259-008-

0015).

• Comprehensive psychological testing

• Current editions of assessment instruments relevant to the purpose of the evaluation. The test instruments should have documented reliability, validity, and other empirical evidence supporting their use in the pre-employment evaluation of law enforcement and corrections applicants. The tests should include, but are not limited to:

o Self-assessment of attributes o Sample of writing skills o General measure of intellectual function and abstract reasoning (Raven

Standard Progressive Matrices) o Minnesota Multiphasic Personality Inventory-2 (MMPI-3) o Sixteen Personality Factor Test (16PF) o State-Trait Anger Expression Inventory-2 (STAXI-2) o Candidate and Officer Personnel Survey Revised (COPS-R)

• Candidates, in addition to the psychological testing, must participate in a structured interview

(minimum of 60 minutes) with the firm’s psychologist that includes a basic mental status examination, a review of the biographical questionnaire and test results, presentation of a number of descriptive scenarios designed to elicit traits and responses related to the critical skills of a deputy. Areas of assessment(s) to include:

o Honesty and integrity o Oral and written communication skills o Common sense and judgment o Stress and frustration tolerance o Absence of psychopathology o Safety judgment o Level of aggression o Maturity

The comprehensive psychological evaluation must be performed by a licensed doctoral level psychologist familiar with the unique demands of law enforcement. Only licensed Psychologists (Ph.D. or Psy.D.)

shall conduct interviews, perform evaluations, and interpret test results.

HEARING CONSERVATION TESTING

Testing will comply with OSHA standard 29 CFR 1910.95, occupational noise exposure and OAR 437-

002-0095. This includes, but is not limited to:

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• Audiometric testing following the OSHA guidelines (differs from DPSST)

• Baseline testing of conditional offer candidates for specific positions

• Retaining test results for future reference

• Audiologist review of the test results

• Reports that capture historical and recent test data. The report format must be suitable for individual employee counseling. Other reports may be necessary to convey department-wide information for analysis.

Baseline testing could involve up to fifty (50) conditional offer candidates a year. Testing will be done to comply with OSHA required standards at a minimum.

ADDITIONAL TESTING REQUIREMENTS

From time to time, the Sheriff’s Office may require the following:

Physical Capacity Exam

The contractor will perform physical capacity examinations (PCE) when requested for post-offer pre-employment applicants. The PCE will evaluate an individual's capacity to perform work activities related to his or her future job duties. The PCE should consist of standardized assessments (approximately two hours) that offer results in performance-based measures and demonstrates predictive value about the individual's ability to perform the work.

The Sheriff’s Office will provide the Contractor with a Position Classification Questionnaire (PCQ) and the Class Specifications for the contractor to create a valid test. Contractor will determine the appropriate tests to be implemented without conducting a Job Task Analysis and site inspection.

REPORTS

Following the assessment(s), the results and recommendations will be provided within five business days.

Medical reports must include completion of forms according to DPSST requirements. The baseline audiometric testing at current OSHA standards will be completed and submitted to the Sheriff’s Office concurrently with the DPSST medical forms.

In a mutually agreeable format, written reports must be provided to the department evaluating the suitability of the applicant for the job based on an analysis of all medical and psychological materials including available data, test and interview results. The final written reports will include any reservations that the psychologist(s) might have regarding the validity or reliability of the results. Include the evaluator’s name and license number and a description of the evaluator’s assessment of the applicant’s tendencies, feelings and opinions toward diverse cultures, races and ethnicities and differing social, political, economic and life statuses (Per OAR 259-008-0015).

CONTRACTOR RESPONSIBILITIES

The Contractor must:

• Meet the medical and psychological testing needs of the Sheriff’s Office with an understanding of the requirements for serving in a public safety environment

• Provide all appointments and testing in a one-stop location without subcontracting to service providers

• Schedule applicants in a reasonable amount of time

• Have qualified and medically certified personnel conducting the medical and psychological testing

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• Have doctors participate in regular, ongoing continuing education specific to pre-employment screening for law enforcement

• Provide the necessary report(s) based on the Sheriff’s Office’s timeline

• Meet all applicable Federal, State and Local laws and regulations, including HIPPA and the Americans with Disabilities Act (ADA) and shall defend the results when challenged at no additional charge to the Sheriff’s Office

• Provide consultation with the CCSO hiring authority when questions regarding a candidate’s results arise

• Provide CCSO with a costing model for all services outlined in this SOW

All deliverables become the property of Clackamas County.

SHERIFF’S OFFICE RESPONSIBILITIES

The Sheriff’s Office will notify the candidate of the requirement to take a medical, psychological, and/or physical capacity exam and will give the vendor’s contact information so that the candidate can call for their appointment(s). The Sheriff’s Office will also provide to the Contractor any information that is needed, including the background investigation report, PCQ, class specifications, etc., if applicable.

GENERAL INFORMATION

Vendor minimum qualifications and professional experience:

• Psychologist(s) (Ph.D. or Psy.D.) licensed by the State of Oregon with a minimum of five years full-time experience in the diagnosis and treatment of emotional and mental disorders and diagnostic testing and analysis. Three of the five years must be equivalent to full-time work accrued after completion of a doctorate.

• The Contractor must be regularly and currently engaged in providing pre-employment psychological and medical evaluation services for public agencies for a minimum of two years.

Some of those agencies shall be of similar size and scope to Clackamas County and must include law enforcement candidates.

• The Contractor must possess all permits, licenses, and professional credentials necessary to perform services as specified.

• The Contractor must comply with any current International Association of Chiefs of Police

(IACP) pre-employment psychological evaluation guidelines and have an in-depth understanding of all DPSST requirements as required by OAR 259-008-0010 and OAR 259-008-0015.

• The Contractor must be located within 30 miles from Clackamas.

4. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized

Article II, Paragraph 28 – Confidentiality

Article II, Paragraph 29 – Criminal Background Check Requirements

Article II, Paragraph 30 – Key Persons

Article II, Paragraph 31 – Cooperative Contracting

Article II, Paragraph 32 – Federal Contracting Requirements

Exhibit A – On-Call Provision https://www.clackamas.us/finance/terms.html

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The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than

$1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and

Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

Term of Contract:

The term of the contract shall be from the effective date through June 30, 2028 with the option for two

(2) additional two (2) year renewals thereafter subject to the mutual agreement of the parties.

5. QUOTE

Quotes should be short and concise with the following information:

A. Company experience in these types of projects;

B. Experience of staff that will work on the project;

C. Not-to-exceed price to complete the project;

D. Demonstrate the ability of staff to meet deadlines for results and recommendations/reports

E. Estimated time to complete the project;

F. Quote Certification Form; and

G. Any additional information that Clackamas County should take into consideration for the project or qualifications.

6. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, references, and proposal to complete the project (including timeline).

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QUOTE CERTIFICATION FORM

RFQ #2025-70

Submitted by: ____________________________________________________________________

(Must be entity’s full legal name)

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS

305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the

Internal Revenue Service. Information not matching IRS records could subject Quoter to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Quoter has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST

The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFQ.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120

Non-Resident Quote. Resident State: ____________________

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CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract

Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the

RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD

CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the

RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE

F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the

Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ

(including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County

Procurement Division in the location designated in the introduction of the RFQ; however, no oral https://oregonbuys.gov/bso/view/login/login.xhtml

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RFQ Number and RFQ Title.

QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas

County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. CLARIFICATION: Clackamas County reserves the right to seek clarification of each Quote, or to make an award without further discussion of Quotes received.

7. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

8. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under

ORS 279B.110 and LCRB C047-640-1-c-F-iii.

9. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.