Exhibit 1 - Agenda Information Sheet - Pepper
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: June 22, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with Pepper Psychological Services,
PLLC, for Section 1 – Psychological Testing Services for the Denton Police and Fire Departments;
providing for the expenditure of funds therefor; and providing an effective date (RFP 7571 – awarded to
Pepper Psychological Services, PLLC, for three (3) years, with the option for two (2) additional one (1)
year extensions, in the total five (5) year not-to-exceed amount of $57,625.00).
INFORMATION/BACKGROUND
Psychological evaluations are required by the Texas Commission On Law Enforcement for all peace officer
applicants prior to licensing. Per Texas Administrative Code Title 37, Part 7, Chapter 217, Rule 217.1
requires a psychological examination to be performed prior to commissioning. These services have been
performed on an as-needed basis the previous five years by Pepper Psychological Services for both Police
and Fire. These services historically have been paid through a purchase order, and due to the increased
number of new applicants, the testing expense reached a threshold that required the City to establish a
contract.
Police officers, fire investigators, and peace officers are required to go through psychological testing. In
addition, psychological services are provided at times for Critical Incident Debriefings and Psychological
Fitness for Duty Evaluations for Police, Fire, and Dispatch employees.
This contract will be utilized by Police and Fire personnel for approximately 50 pre-employment
evaluations per year. Additional services will include Critical Incident Debriefings and Psychological
Fitness for Duty Evaluations.
The scope of services includes provisions for up to 50 Entrance evaluations annually, one (1) Critical
Incident Debriefing annually, and one (1) Psychological Fitness for Duty evaluation annually. These
entrance evaluations will be used for Police and Fire employees only. Critical Incident Debriefings and
Fitness for Duty evaluations would primarily be utilized for emergency services personnel but could be
utilized by any City department if needed. Based on a historical spend and future projections the
recommended not to exceed (NTE) for this contract is $57,625 for a total potential five (5) year contract.
Request for Proposals was sent to 184 prospective suppliers, including twelve (12) Denton firms. In
addition, specifications were placed on the Materials Management website for prospective suppliers to
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
download and advertised in the local newspaper. Five (5) proposals were received, references were checked,
and proposals were evaluated based upon published criteria including price, delivery, compliance with
specifications, and probable performance. Best and Final Offers (BAFO) were requested from the top firms.
Based upon this evaluation, Pepper Psychological Services, PLLC was ranked the highest and determined
to be the best value for the City for Section 1 – Psychological Testing Services.
NIGP Code Used for Solicitation: 948-(Service Only)-Health Related
Services (For Human Services See Class
952); 990-(Service Only)-Security, Fire,
Safety, And Emergency Services
(Including Disaster Document Recovery)
Notifications sent for Solicitation sent in IonWave: 184
Number of Suppliers that viewed Solicitation in IonWave: 13
HUB-Historically Underutilized Business Invitations sent out: 11
SBE-Small Business Enterprise Invitations sent out: 62
Responses from Solicitation: 5
RECOMMENDATION
Award a contract with Pepper Psychological Services, PLLC, for Section 1 – Psychological Testing
Services for the Denton Police and Fire Departments, in a three (3) year, with the option for two (2)
additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $57,625.
PRINCIPAL PLACE OF BUSINESS
Pepper Psychological Services, PLLC
Arlington, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
The services will be funded from Police and Fire Department General Operating Funds. Requisitions will
be entered on an as-needed basis.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: PLLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Michael Behrens, 940-349-7911.
Legal point of contact: Marcella Lunn at 940-349-8333.