Police Polygraph Examinations

Agency:	City of Durham
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	561611 - Investigation Services
Posted Date:	Mar 11, 2024
Due Date:	Apr 11, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
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Department of Police

Personnel Services Division

602 E. Main Street

Durham, NC 27701

Request for Proposals for

Police Polygraph Examinations

March 11, 2024

Title and Purpose of RFP:

Police Polygraph Examinations

The City of Durham is seeking proposals from qualified Polygraph

Examiners with experience in pre-employment polygraph

examinations of police applicants.

Candidates Are Not Required to Return This Form.

Jason M. Cloninger, Police Captain

Personnel Manager

Police

Personnel Services

919-560-4402 x29154

jason.cloninger@durhamnc.gov

Project Manager Name

Project Manager Title

Project Manager Department

Project Manager Division

Project Manager Telephone Number

Project Manager E-mail

If you have concerns about this RFP that you believe are not being addressed by the Project Manager,

please contact Assistant Chief David Anthony at David.Anthony@durhamnc.gov or 919-560-4322 x29367

SELECTED CONTENTS

Date of RFP

Project Manager and Contact with City; Questions about this RFP.

DESCRIPTION OF PROJECT AND NATURE OF RFP

Project

Scope of Work

Compensation Amount and Schedule

Definitions in this RFP

Contract

Trade Secrets and Confidentiality

Bonds

Insurance

Discretion of the City

SCHEDULE

Schedule

Keeping Proposals Open

Deadline to Submit Proposals

GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS

Questions

Pre-submittal conferences, meetings, and site visits

Updates and revisions to RFP

EVALUATION CRITERIA

Evaluation Criteria

CONTENTS OF PROPOSAL

Contents of Proposal

Contact information; Legal status; Qualifications; Project Team, Location

of Work, and Subcontracting; Workforce Diversity Questionnaire;

Methods; Compensation; Assumptions; UBE; Small Local Business

Enterprises (SLBEs); Financial Condition, Insurance, and Bonds; Conflict

of Interest; Non-collusion

COVER LETTER WITH PROPOSAL

Cover letter

Addendums

HOW TO SUBMIT A PROPOSAL

How to submit a proposal

Format

Alternative Proposals

Candidate to Bear Expense; No Claims against City

Notice Under the Americans with Disabilities Act (ADA)

Values of City of Durham

Request for Proposal (RFP) for qualified Polygraph Examiners with

experience in pre-employment polygraph examinations of police

applicants.

10. Date of RFP: March 11, 2024

20. Project Manager and Contact with City; Questions about this RFP. Direct

questions and concerns to

Attn: Jason Cloninger, Police Captain

Police Department

602 E. Main St.

Durham, NC 27701

Email: jason.cloninger@durhamnc.gov

If you have concerns about this RFP that you believe are not being addressed by the

project manager, please contact

David Anthony, Assistant Chief

Police Department

602 E. Main St.

Durham, NC 27701

Email: David.Anthony@durhamnc.gov

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project. A polygraph examination is conducted for all applicants in sworn positions

in the Durham Police Department. The examination is provided after the conditional

offer of employment, which allows a broader spectrum of questions, including those

related to medical and psychological issues. Applicants can be disqualified based on

the results of the polygraph examination. Polygraph examinations are administered by a

polygraph examiner contracted with the Police Department in a manner that objective,

job-related, nondiscriminatory, and specific to applicants for law enforcement positions.

The polygraph examiner will follow all legal guidelines, as well as comply with the

accreditation standards outlined by the Commission on Accreditation for Law

Enforcement Agencies, Inc. (CALEA). Copies of all test results, questions and

responses, e-mails, memos, and other data are maintained confidentially by the

polygraph examiner in a secure area for at least five years after the examination,

including time subsequent to the ending date of the contract.

40. Scope of Work. During the contract period, the contractor shall administer pre-

employment polygraph examinations which, to the reasonable satisfaction of the City,

explore applicants’ personal background and employment histories to determine their

suitability for employment as Durham City police officers. Such examinations shall

include, but are not limited to, inquiries regarding each applicant’s prior criminal intent

and conduct; alcohol and drug possession, use, and any and all activities related

thereto; and prior personnel actions and investigations. Each pre-employment

polygraph examination shall be conducted at the Contractor’s place of business at a

date and time mutually agreed upon by the parties. Within two (2) business days from

the administration of the pre-employment polygraph examination, the Contractor shall

provide a written report to the City detailing the examination results and the factual

basis for such assessment. Upon request by the City, the Contractor shall provide the

City with all materials used in conducting any polygraph examination for the City and

the subject’s responses to said examination. Written reports, and to the extent

requested, examination materials and examination responses, are to become, upon

receipt by the City, the exclusive property of the City and the Contractor will consider all

information obtained and professional opinions formed confidential.

The examination must be conducted in accordance with the Americans with Disabilities

Act (ADA) because the psychological evaluation is considered “medical” in that it may

provide evidence that could lead to identifying a mental or emotional disorder or

impairment; therefore, the polygraph examination is conducted after a conditional offer

of employment. The polygraph examiner will comply with all legal guidelines, and with

the accreditation standards outlined by the Commission on Accreditation for Law

Enforcement Agencies, Inc. (CALEA).

Copies of all test results, interview questions and responses, memos, e-mails, and any

other data on the candidates are maintained by the polygraph examiner in a secure

area for at least five years after the examination, including time subsequent to the

ending date of the contract.

Approximately 300 evaluations will be needed during the three (3) years of the contract.

The contractor will be required to provide the following deliverables:

[a] Provide appointments within two (2) business days of the police

department request for pre-employment polygraph examinations. Special

accommodations may be needed for out-of-state applicants.

[b] Prior to the administration of any polygraph examination, the candidate

should sign the appropriate documents and an informed consent to the conditions of

the evaluation. The informed consent should clearly state the Durham Police

Department is the client.

[c] Provide a series of questions designed to determine suitability for law

enforcement positions and appropriate for the post-conditional offer phase of

assessment. Ensure that all tests administered are validated to be job related,

nondiscriminatory, and predict job success in performing the essential functions of a

law enforcement officer.

[d] Provide all examination equipment, taped and written instructions, and

other materials as needed.

[e] Provide the examination in a location that is within thirty-five (35) miles of

the Durham Police Headquarters at 602 E. Main Street in Durham, NC.

[f] Provide a report and recommendation to the police department within two

(2) business days after the examination. These reports shall evaluate the suitability of

the candidate for the position based upon an analysis of all polygraph materials.

Reports shall contain a recommendation for employment based on the results of the

examination, justification for the recommendation and/or rating, and any reservations

that the polygraph examiner might have regarding the validity or reliability of the results.

The report will be delivered only to the designated department representative.

[g] Ensure that all communications with the Police Department are

confidential. Letters or memos are to be marked “confidential.” Any electronic

communications with the department will contain the wording “Confidential Personnel

Information”, be password protected, and be sent only to the designated department

representative.

[h] Maintain copies of all results, questions and responses, memos, e-mails,

and any other data in a secure area for at least five years after the examination,

including any time subsequent to the ending date of the contract.

[i] Follow all ADA and other legal guidelines, as well as comply with the

accreditation standards outlined by the Commission on Accreditation for Law

Enforcement Agencies, Inc. (CALEA).

[j] In order to comply with the Budget Control Act, all invoices will include the

name of the applicant and date of testing. No payment will be made for “no shows” or

other cases where no service has been provided.

[k] The polygraph examination and results should be legally defensible in

court and legal contentions. The polygraph examiner should be prepared to defend all

procedures, tests instruments, conclusions, and recommendations if a decision based,

even in part, on the polygraph examination is challenged.

50. Compensation Amount and Schedule. Indicate hourly rate or fee schedule to

complete the project listed in the scope based on the services your firm can provide.

Candidate's cost proposals must include an itemized list of all direct and indirect costs

associated with the performance of this contract.

60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should.

Unless the context indicates otherwise – (a) The expressions “RFP,” “this RFP,” and

“the RFP” refer to this document as it may be amended or updated. (b) “City” and “city”

mean the City of Durham. (c) The “proposal” or "Bid" is the response of a person, firm,

or corporation proposing to provide the services sought by this RFP. (d) The word

“Candidate” or “candidate” is the person, firm, or corporation that submits a proposal or

that is considering submitting a proposal. (e) The word “Contractor” or “contractor” is

the person, page 4 12/1/23 Human Resources Services RFP firm, or corporation with

Police Polygraph Examinations

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See Also

Bid Title:	Police Polygraph Examinations
Category:	Requests for Proposals/Qualifications and Services
Status:	Open