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7571 - Scope of WorkRFP #7571 Polygraph, Psychological, and Physical Assessments For City of Denton Public Safety Employees Scope of Work/Services Requirements The scope of work and services shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the scope of work and services. It is anticipated that the scope of work and services will include, at a minimum, the following: Objective The City of Denton is seeking proposals from local professional and licensed firms, located within a 60-mile radius of Denton, Texas, to conduct psychological, physical, and polygraph testing/examinations for both new-hire public safety applicants and current public safety personnel for the City of Denton. SCOPE OF WORK Psychological Services 1. General Scope of Work: 1.1. Psychological services provided by the firm will be conducted by personnel currently licensed by the State of Texas as Psychologists. 1.2. The Firm will provide professional office atmosphere to facilitate the scheduling, administration, scoring and interpretation of all psychological tests administered. 1.3. The Firm will comply with all State and Federal laws and Texas Commission of Law Enforcement (TCOLE) regulations pertaining to psychological testing of public safety applicants. 1.4. The Firm will review all background information and interview the applicant using a clinical interview designed to determine suitability to function in the role to which they are applying. 1.5. The Firm will use psychological tests and interview techniques that are consistent with professionally recognized standards and methods. This assessment approach will also comply with HIPPA, EEOC, and ADA regulations requiring that tests measure relevant essential job functions. 1.6. The Firm will telephone or email the designated Background Section Personnel with a summary of the psychological evaluation results within twenty-four (24) hours of conducting the psychological evaluation. RFP #7571 Page 2 of 8 1.7. The Firm will submit by secure email a written report of findings to the designated Background Section Personnel no later than 5 business days of conducting the examination clearly stating the psychologist’s opinion of the applicant’s psychological suitability and rating based upon a standard rating scale. The report shall include, but not be limited to the following: A. the purpose of the psychological evaluation; B. a statement confirming the applicant’s identity; C. a brief description of each psychological test administered to the applicant and the interpretation of all such tests; and D. a determination whether the applicant exhibits any obvious psychological problems, whether the applicant appears to be emotionally stable, and whether the applicant exhibits the abilities to consistently handle responsibility, interact with people, and perform the essential job requirements. E. For applicants to sworn positions, the psychologist will complete the Declaration of Psychological and Emotional Health (TCOLE L3 Form) and email this document to the designated Background Section Personnel within 5 business days of the examination. 2. Critical Incident Debriefing 2.1 For personnel involved in critical incidents and in need of debriefing, the Firm will provide office space and psychological services, tests and/or interview techniques that are consistent with professionally recognized standards and methods. The psychological evaluator shall be certified in Critical Incident Stress Management (CISM). 2.2 Upon being contacted by the department requesting an appointment for a critical incident debriefing, the psychologist will conduct the debriefing within 3 business days of the request, including weekends when necessary. The Firm shall be available 24 hours a day, 7 days a week to schedule a critical incident debriefing. 2.3 The psychologist will submit a brief verbal and written notification to the designated department personnel within 24 hours, of conducting the debriefing. The notification shall include, but not be limited to the following: A. the psychologist’s opinion of the personnel’s psychological suitability to perform the necessary requirements of his/her job; and B. a recommended plan of action for any future psychological services deemed necessary. 3. Fitness for Duty Evaluation/Ongoing Care 3.1 For personnel in need of a fitness for duty evaluation or ongoing care, the Firm will provide office space and more in-depth psychological services, tests and/or interview techniques, including any necessary follow-up services that are consistent with professionally recognized standards and methods. RFP #7571 Page 3 of 8 3.2 The psychologist will submit a written report of findings to the designated department personnel within 7 business days of conducting the psychological evaluation. The report shall include, but not be limited to the following: A. the purpose of the psychological evaluation; B. the psychologist’s opinion of the personnel’s psychological suitability to perform the necessary requirements of his/her job; C. a recommended plan of action for any future psychological services deemed necessary. 4. Testing 4.1 The Firm will provide up to a 30-minute clinical interview with the applicant and provide a report on the applicant’s psychological evaluation utilizing evaluation instruments including but not limited to: A. Personality Assessment Inventory (PAI) B. Sentence Completion C. NEO PI 3 D. MCMI (if applicable) E. Test of General Reasoning Ability (TOGRA) F. Watson-Glaser Critical Thinking Appraisal (if applicable) Minimum Qualifications: The firm must be located within a 60-mile radius of Denton, Texas and require the examination be conducted by a psychologist, who is licensed by the Texas State Board of Examiners of Psychologists. This examination may also be conducted by a psychiatrist licensed by the Texas Medical Board. The psychologist or psychiatrist must be familiar with the duties appropriate to the type of license sought. The individual must be declared by that professional, on a form prescribed by the commission, to be in satisfactory psychological and emotional health to serve as the type of officer for which the license is sought. The examination must be conducted pursuant to professionally recognized standards and methods. The examination process must consist of a review of a job description for the position sought; review of any personal history statements; review of any background documents; at least two instruments, one which measures personality traits and one which measures psychopathology; and a face to face interview conducted after the instruments have been scored. The appointee must be declared by that professional, on a form prescribed by the commission, within 180 days before the date of the appointment by the agency. The psychologist must read, sign and date the L-3 form in the appropriate section. It must be physically signed by the psychologist. The use of a signature stamp, e-signature or signed by an assistant does not meet the rule requirement The psychological exam must be conducted in accordance with professional standards, including: RFP #7571 Page 4 of 8 a. Use of two instruments, one measuring personality traits and one measuring psychopathology, b. Conducting a face-to-face interview after the two instruments above are scored and a review of the personal history statement and background documents The interviews must be conducted face-to-face unless advanced written authorization is approved by TCOLE to conduct live video interviews based upon urgent necessity and meeting industry security requirements (HIPPA). SCOPE OF WORK Polygraph Services 1. General Scope of Work. Contractor will provide the following Services: 1.1 Conduct tests validated by the American Polygraph Association or the American Association of Police Polygraphists, as more detailed in Sections 3 through 5 below. 1.2 Formulate test questions and administer polygraph examinations. 1.3 Establish test suitability based on facts of the subject’s physiology, current and past psychiatric history, illnesses, injuries and prescribed medications. 1.4 City-approved examiners may not be re-assigned from the City without written authorization from the City Representative. 2. Polygraph Examiner Requirements. Contractor and its examiners must meet the following requirements: 2.1 Successful completion of an accredited polygraph school. 2.2 Annual continuing education in polygraph techniques. 2.3 Three years’ full-time polygraph test administration. 2.4 Demonstrated experience in the administration of pre-employment testing. (Preference will be given to those with experience conducting law enforcement related pre-employment tests). 2.5 Demonstrated experience conducting specific issue testing. 2.6 Demonstrated experience conducting criminal and/or administrative issue testing. 2.7 Ability to use and articulate the reason for the use of various polygraph techniques. RFP #7571 Page 5 of 8 2.8 Ability to develop pre-test and post-test questions. 3. Pre-Employment Tests. 3.1 Schedule tests as requested by the Department’s background investigator. 3.2 Review all background materials provided by the background investigator prior to conducting the test. 3.3 Conduct a pre-test interview in conjunction with the actual test. 3.4 Conduct additional pre-employment specific issue tests, if needed. 3.5 Conduct post-test interview or interrogations. 4. Criminal Specific Issue Tests. 4.1 Meet with the Department’s investigating officer to determine if the criminal case meets standards for the administration of polygraph testing. 4.2 Coordinate scheduling tests with the Department’s investigating officer. 4.3 Review all aspects of the case, including related departmental reports, and interview the investigator. 4.4 Formulate pertinent questions. 4.5 Conduct pre-test interviews with the subject as may be required to determine facts that may be pertinent to the examination or case under investigation. 4.6 Obtain a signed polygraph release consent form from the examinee. 4.7 Conduct the post-test confession/interview with the case agent/investigator. 5. Administrative/Internal Investigation Related Tests. 5.1 Coordinate scheduling the tests with the Department’s Internal Affairs Unit. 5.2 Audio and video recording of polygraph examinations. 5.3 Formulate questions used in internal polygraph examinations that are pertinent to the specific matter under investigation. Questions not pertaining to the immediate matter under investigation may not be asked; however, polygraph examiners may ask questions to validate an examination within the scope of acceptable polygraph procedures. RFP #7571 Page 6 of 8 5.4 Polygraph examinations of employees will be conducted in the same manner as other polygraph tests, with the exception that the employee will not be required to sign a polygraph waiver form. 6. Required Reports and Report Schedule. 6.1 Provide verbal report to designated department representative as soon as possible after the completion of the polygraph examination, but no later than 24 hours after completing the examination (excluding pre-employment tests). 6.2 Written reports for pre-employment tests are to be provided within seven business days of the request. Verbal reports are to be provided within two business days after the completion of the polygraph examination, unless an exception has been discussed with and given written approval by the department representative for that specific test. 6.3 Written reports shall contain, at a minimum, the following information: A. A general statement indicating where the examination was conducted, the purpose of the examination and the method used to identify the individual as the person specified for testing. B. A statement indicating the testing methodology used and where/who validated the method (i.e., testing methodology is recognized as valid and reliable.) C. A review of specific areas tested: employment history, military history, conduct as a law enforcement officer, criminal history, traffic, gambling, subversive organizations, illegal substances, sexual, domestic, financial, general (as specified by the Department’s template.) D. The examiner’s conclusion (deception indicated, no deception indicated, inconclusive, no opinion, or incomplete), clearly stated. If the test is incomplete, the examiner must specify the reason he/she was unable to complete the test. E. Pre-Employment interview/test results will contain: 1. The specific area(s) covered in the test (see Subsection 6.3(C) above) and any statements/information made during the pre-examination interview. 2. Relevant questions and responses. 3. Specific areas/relevant questions indicating deception, no opinion and/or inconclusive opinion. F. Administrative/Specific Issue reports will contain: RFP #7571 Page 7 of 8 1. A narrative account of the pre-test interview, which shall include, but is not limited to, the examinee’s account of the incident, names (if known) or descriptions (if name not known) of other individuals involved in the incident 2. Specific critical statements made by the examinee. 3. A list of relevant questions asked and the examinee’s response. 4. The examiner’s clearly stated conclusion for each relevant question. These should be compiled in the overall conclusions required Subsection 6.3(D). SCOPE OF WORK Physical Assessments 1. Pre-Employment Physical Assessment 1.1. A comprehensive physical medical assessment will include: A. Physical fitness assessments B. Body mass index C. Flexibility test D. Muscle strength test E. Core endurance test F. Aerobic endurance test (cardiac stress test) G. Fit for Duty assessments H. Complete bloodwork panel I. Cardiac stress test J. Vision exam K. Hearing exam L. Respiratory function test 2. Pre-Employment Drug Screen Assessment 2.1 A comprehensive drug screen is required to indicate traces of drug dependency or illegal drug use after a blood test or other medical testing. 3. Required Testing 3.1 For new public safety licensees, both the physical exam and the drug test sections of the L-2 must be signed. 3.2 Telecommunicators are only required to undergo the drug screening process but may undergo both the physical exam and the drug screen. 3.3 Jailers and Peace Officers must undergo both physical and drug screen examinations. 3.4 For previous public safety licensees, only the drug screen is required. RFP #7571 Page 8 of 8 Minimum Qualifications: The firm must be located within a 60-mile radius of Denton, Texas and will be required that the examinations be conducted by a physician, who is licensed by the Texas Medical Board. TCOLE has administratively determined that a physician assistant (PA) and a nurse practitioner (NP) may conduct the exam and endorse the L-2 form. A Licensed Vocational Nurse (LVN), Registered Nurse (RN), etc. do not meet the rule. The physician, PA, or NP must be familiar with the job/academy duties. The applicant must be declared by the firm, on the L-2 form prescribed by TCOLE, within 180 days of appointment by the agency to be: (A) physically sound and free from any defect which may adversely affect the performance of duty appropriate to the type of license sought; (B) show no trace of drug dependency or illegal drug use after a blood test or other medical test. The physician must read, sign and date the L-2 form in the appropriate section. It must be physically signed by the physician, PA, or NP. The use of a signature stamp, e-signature, or signature by an assistant does not meet the rule requirement. The L-2 must be fully signed and executed within 180 days before the first day of the academy.