RFP 255-26  Mental Health Support for Law Enforcement

Purchasing Department
12830 S Redwood Rd
Riverton, UT 84065
801-208-3175
REQUEST FOR PROPOSAL #255-26
PURPOSE OF REQUEST:
The purpose of this Request for Proposal, hereinafter referred to as RFP, is to enter into a contract
with a qualified firm to provide mental health support for Riverton City Police Department. The
company hereinafter may be referred to by the following terms: Company, Firm, Consultant and/or
Contractor. Riverton City hereinafter may be referred to as the City.
RESPONSE DATE AND LOCATION:
Offers must be received by 2:00 PM on May 14, 2026.
Offers may be delivered to 12830 South 1700 West, or may submitted electronically at
ccalvert@rivertonutah.gov. The reference number for this RFP is #255-26. Any proposal that is
received after this due date and time will be returned unopened to the proposer. All proposals and
communications relative to this proposal must bear RFP 255-26. If it becomes necessary to revise the
RFP in whole or in part, an addendum will be provided to all proposers on record who received the
original RFP.
ADMINISTRATIVE GUIDANCE:
The information provided herein is intended and designed to provide those interested in responding
sufficient basic information regarding minimum requirements. It is not intended to limit a proposal's
content or exclude any relevant or essential data therefrom. Proposers are at liberty and are
encouraged to expand upon the specification to evidence service capability under any agreement.
The city will not be liable for any cost proposers may incur in the preparation or presentation of this
proposal.
Proposals of the successful firm shall be open to public inspection for a period of ninety (90) days after
the announcement of the selection of the Contractor. Proposals of those who responded but are not
awarded contracts shall not be open to public inspection.
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PROPOSAL CONSIDERATION:
An evaluation team will evaluate the submitted proposals. The city reserves the right to: 1) reject
any or all proposals, or to make no award; 2) require modifications to initial proposals; 3) negotiate
or 4) make partial or multiple awards. The city further reserves the right to excuse technical defects
in a proposal when, in the sole discretion of the City, such excuse is beneficial to the city.
The city may award based on initial proposals received, without discussion of such proposals. If
required by the city, a short list of responders may be invited to make presentations/demonstrations
to the evaluation team, other city personnel, as deemed appropriate. To the extent permitted by law,
all documents submitted as part of the proposal will be deemed by the city as confidential during the
evaluation process, and until selection of finalists. There shall be no disclosure of any information to
competing companies prior to award of the contract.
TERMS OF CONTRACT:
The agreement will be in accordance with requirements set forth in the scope and terms of this RFP.
All provisions of the agreement must be in compliance with established State and Local laws and
ordinances of the State of Utah and its political subdivisions.
The term of this contract will be for a period of 2 years with 3 one-year options to renew. Contract may
be terminated at any time by either party with advance written notification of at least 30 calendar days,
(negotiable, provide proposed termination terms with proposal response).
BACKGROUND:
The inherent stresses of police work may require specialized psychological services. Riverton City is
seeking proposals from qualified firms to provide a comprehensive Mental Health and Wellness Program
for the City's Police Department to include mental health care, mental performance, awareness training,
resiliency training, stress debriefing, stress management and referral/navigation services. The successful
firm(s) will provide Mental Health and Wellness Program services, in a variety of mediums, aimed to
sustain and improve first responder health.
The City has approximately 40 police officers
SCOPE OF SERVICES:
Provide comprehensive mental health services to sworn officers and civilian staff to improve
psychological well-being, enhance job performance, reduce burnout, and mitigate risks associated with
trauma exposure (e.g., PTSD, depression, substance misuse).
Objectives are:
- Promote mental wellness and resilience
- Provide timely access to confidential mental health care
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- Reduce stigma around seeking support
- Support officers after critical incidents
- Improve retention, morale, and overall organizational health
Awarded Firm may be asked to provide the following services:
- Annual mental health assessments for each employee.
- Mental wellness counseling sessions to be 45 - 60 minutes each and to include the following:
- Intake interview conducted by a certified mental healthcare provider.
- Review initial assessments and outcomes.
- Review high-stress incident logs for each employee.
- Overall mental health evaluation.
- Make final recommendations for mental health and resilience wellness plan.
- Make longitudinal assessments based on each evaluation.
- Critical incidents counseling: such as where officers are hurt or killed, or cause death or serious
injury to others, hostage negotiations, and/or similar situations, the firm shall provide advice or
consultation to the administration; response or intervention as designated by the department to
resolve the situation; and debriefing or individual counseling sessions to address post-traumatic
stress and minimize any adverse psychological impact on the employees and their work
functions. Critical incident debriefings with police personnel and individual counseling for
officers involved in critical incidents will occur after each critical incident as requested by the
Chief of Police or designee. Telephone contact by firm must be within fifteen (15) of first
contact. Intervention with affected officers will occur as quickly as possible (e.g. within 2 hours)
on a 24-hour, 7-day basis. Any critical incident debriefings and counseling for staff after critical
incidents will be coordinated between the chief of police or designee and the firm.
- Tests/Evaluations:
- Fitness for duty evaluation: When employee work performance suffers and the supervisors or
the administration suspects the employee is in need of psychological assistance, the
department may request a fitness-for-duty evaluation. The fitness-for-duty evaluation will
provide the department with the firm's professional opinion as to whether the employee can
perform the essential functions of his/her job and whether additional psychological services
are needed. Fitness-for-duty evaluations may be required of both sworn and non-sworn
employees and must be specific to the individual assignment. Counseling or referral may be
needed to assist the employee to return to full duty. The fitness-for-duty evaluations will be
requested by the Chief of Police or designee.
- Fitness for specialized assignments evaluation: The Police Department has specialized
assignments and teams, such as the Selective Enforcement Team. Before officers are assigned
to certain specialized teams, psychological evaluations may be needed to determine their
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suitability and any risk factors. These psychological evaluations must be specific to the
specialized assignment. The evaluations will be given as requested by the Chief of Police or
designee.
- Annual psychological for at-risk assignments: The Police Department has employees assigned
to specialized assignments and teams, such as Homicide, the Selective Enforcement Teams,
Special Victims Unit, Digital Forensic Specialist, etc. These employees may be exposed to work
stressors beyond that of other employees. Employees who are assigned to certain specialized
teams may have annual psychological evaluations in order to assess ongoing suitability for the
position(s) and to identify any barriers to continued assignment. These psychological
evaluations will be specific to the specialized assignment.
Department-requested evaluations/testing will be conducted in accordance with the Americans with
Disabilities Act (ADA).
Prior to the administration of any psychological instruments or interview by the
psychologist/psychiatrist, the candidate will sign the appropriate HIPAA documents and an informed
consent to the conditions of the evaluation. The informed consent will clearly state the Riverton City
Police Department is the client. HIPAA guidelines will be followed for all testing.
All tests will be objective, job-related, nondiscriminatory, and validated for use with public safety
candidates.
Fitness-for-duty, fitness-for-specialized-assignment, and psychological for at-risk assignment
evaluations must be specific to the individual assignment. Evaluations will determine employee
suitability for their current position or the specialized assignment and any risk factors.
After any department-requested evaluation, a report will be provided to the Chief of Police or
designee within three (3) business days of the evaluation. Reports will include (1) a standardized
rating scale and specific recommendations regarding the employee based on the essential functions
for the sworn or non-sworn position, (2) an evaluation of the employee's suitability for duty in their
current assignment or suitability for a specialized assignment based upon an analysis of all
psychological materials, including test data and interview results, (3) a recommendation based on
the analysis, along with a justification and any reservations that the psychologist/psychiatrist might
have regarding the validity or reliability of the results, and (4) the psychologist's/psychiatrist's
professional opinion as to whether additional psychological services are needed.
Counseling or referral after a fitness-for-duty or annual psychological evaluation (at-risk assignment)
may be needed to assist the employee to return to full duty as authorized by the Chief of Police or
designee. Scheduling for the counseling or referral will be coordinated with the Chief of Police or
designee.
- Individual counseling session: Police employees may request individual counseling after critical
incidents on their own behalf. In addition to the mental health benefits provided by health
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insurance and the City's Employee Assistance Program, police employees may need individual
counseling that is specific to the special stresses of police work. Police employees may request
individual psychological services directly from the consultant. They may request counseling for
personal and professional issues. The counseling provided to the employee will be specific to the
individual and their assignment, and also specific to the special stresses of police work.
- Training: Professional psychological training presentations may be needed, including some in-service
training, stress training for police academies, anger management training, and other trainings as
approved by the Chief of Police. Occasionally, police trainers, supervisors, administrators or others
will need to consult with the firm to develop training; discuss the psychological aspects of training;
planning trainings on supervising or evaluating personnel; or for advice in handling sensitive
situations. Trainings will be researched and adapted for the audience and include more-recent
research and information.
- Compliance/Records:
- Serve as a triage point to ensure that Riverton City complies with all applicable laws and
regulations, while maximizing utilization of case-appropriate care, insurance, and referrals.
- Provide quarterly clinical meetings to discuss trends.
- Provide interactions between public safety personnel and clinicians on an annual basis, such
as ride-a-longs, Q&A sessions, and participation on interview panels and appearances at
department events.
- All psychological services must comply with any applicable accreditation standards.
- The psychologist/psychiatrist will follow all ADA, HIPAA and other legal guidelines. HIPAA
guidelines must be followed, including waiver forms and providing employee access to all their
medical records upon request.
- The psychologist/psychiatrist will comply with the accreditation standards outlined by the
Commission on Accreditation for Law Enforcement Agencies, Inc. (CALEA).
- All letters and memos between the psychologist/psychiatrist and the department will be
marked "confidential", and all e-mails with medical or other confidential information will be
sent with "confidential medical information" in the subject heading.
- Any testing instrument must be legally defensible in court and legal contentions.
- The psychologist/psychiatrist will be prepared to defend all procedures, test instruments,
conclusions, and recommendations if a decision based, even in part, on psychological results is
challenged.
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- Copies of all case notes, test results, tapes, memos, letters, e-mails, and any other
psychological data will be maintained confidentially by the psychologist/psychiatrist in a
secure area for at least five years including time subsequent to the ending date of the
contract.
PROPOSAL FORMAT:
Proposals must be concise and in outline format. Please furnish one (1) original copy and one (1)
committee member copy of your proposal. Both are to electronic and should not exceed 5MG. The
committee member copy is not to include pricing, do not include anything regarding pricing in the
committee member copy; only purchasing will know the pricing during the scoring, committee
members will not know the pricing. Pertinent supplemental information should be referenced and
included as attachments. All proposals must be organized and tabbed to comply with the following
sections. If they are not, they may be rejected. Each tabbed section must clearly and fully address
the subject and be understandable. Failure to do so will negatively impact the evaluation of your
submitted RFP. Proposals should be long enough to expand on the qualifications and experience;
however, lengthy, encyclopedic RFPs are not encouraged. Proposals should not exceed twenty (20)
pages, including covers, dividers and resumes.
All requested documentation must be included. The proposal must include (in the following
order):
A. Transmittal letter stating the respondent's intent to participate in the contract. The letter of
transmittal shall be on official business letterhead and shall include the following:
1. A statement that the respondent will comply with all terms and conditions as indicated
in the RFP.
2. A statement indicating whether the respondent is a corporation or other legal entity.
3. A statement of affirmative action that the respondent does not discriminate in its
employment practices with regard to race, color, religion, age (except as provided by
law), sex marital status, political affiliation, national origin, or handicap.
4. A certification statement to the effect that the person signing the proposal is authorized
to do so, on behalf of the respondent.
5. Names of the key contact persons with their title and telephone numbers. Also, indicate
first and second back-up contact persons if the person signing the proposal is not
available to take a call from the City.
6. Name and complete mailing address of the respondent along with telephone number, e-
mail address, and fax number.
B. Comprehensive RFP response including all requested information and documentation. The
proposal response shall include at a minimum the following sections:
1. Executive summary (two pages maximum).
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2. Organizational chart showing the team involved including individual members, all
organizations, relationships, and breakdown of responsibilities.
3. Proposer Qualifications:
a. Describe your firm's qualifications to provide the city's mental health program for
the police department.
b. Identify key personnel to be assigned to this contract and each person's specific
role.
c. Provide professional credentials and relevant experience for all key personnel.
Describe your firm's familiarity with NFPA 1550 standards and how they will be
applied to this contract.
d. Describe your firm's proposed approach to providing the city's mental health and
wellness program as described in the scope of services. Demonstrate your key
personnel's role as it pertains to your proposed approach.
e. Identify any proposed subcontractors and identify the services they will provide,
along with their qualifications.
f. Please explain why your firm is best suited to partner with the city to provide
these services.
g. Identify any value-added benefits offered by your firm that will better enhance
the mental health and wellness program.
C. Provide a minimum of three (3) references for related work that is similar in magnitude and
scope of work. Include similarities in scope of work and other relevant information as it
pertains to this RFP. List key personnel and their role for each example, as well as client
reference contact information, including name, titles, phone, and email for each reference.
D. Proposal Cost: As per attached pricing sheet.
EVALUATION CRITERIA:
All proposals will be evaluated and ranked by a review committee. The selected committee members
will receive an electronic copy of the summited proposal, excluding the costs section. The award of
the contract shall be based upon the following factors and are listed in order of importance of
evaluation.
* Qualifications and Experience (firm and key personnel) - 50%
* Price - 30%
* Proposed approach - 20%
The city may at its option interview any one or more firms. The city may require additional
information from those firms chosen for interviews.
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Understandability and comprehensiveness of information supplied in this RFP will affect the
evaluation of the above criteria.
The City may issue Best and Final Offers (BAFO) after the due date and before the award of the RFP to
make clarifications in the scope of work, changes to contract terms and conditions and/or
clarifications in pricing.
PROPRIETARY INFORMATION:
Proposers are required to mark any specific information contained in their proposal which is not to be
disclosed to the public or used for purposes other than the evaluation of the proposals. A declaration
must accompany the proposal stating the reasons the information should not be disclosed. Any
proposal that is marked confidential in its entirety will be questioned. Pricing and service elements of
the successful proposal will not be considered proprietary. All materials become the property of
Riverton City and may be returned only at the City's option. Proposals submitted maybe reviewed
and evaluated by any person, not competing proposers, at the discretion of the City.
RELEVANT INFORMATION:
Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be
comprehensive and specify how the firm would complete all of the elements of the "Scope of
Services".
SUBCONTRACTING:
The selected firm will agree not to assign or sublet the whole or any part of the contract
without the prior written consent of the city.
The City will establish a question and answer sheet for this RFP. Please direct questions concerning
this RFP in writing to: ccalvert@rivertonutah.gov
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Contractor Information & Signature Page
RFP No. 255-26
Proposal for Mental Health Support for Law Enforcement
The undersigned, having carefully read and considered the Request for Proposal to provide services as
specified in this RFP for Riverton City, does hereby offer to perform such services on behalf of the City, in
the manner described and subject to the terms and conditions set forth in the proposal. Services will be
performed at the rates set forth in said proposal.
OFFEROR
Company Name:______________________________________________________
Doing business as: [ ] an individual [ ] a partnership [ ] a corporation [ ] a limited liability
company (mark appropriate box), duly organized under the laws of the State of _________________.
BY: _ _________________________ _ _____________________________ __
(Signature of authorized representative) (Please Print or Type Name)
PRINCIPAL OFFICE ADDRESS:
Street Address______________________________ __________________________
City ________ ________________ __________ County ____________ _________
State ________ ____________________________ Zip Code___________________
Telephone ( ) FAX ( ) _
E:mail Address __________________ ______________________________________
TAXPAYER IDENTIFICATION NUMBER:
Employer I.D. No. _______ _ _OR Social Security No. _____ ________________
(Corporation or Partnership)
(individual)
ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE
PROPOSAL CONTENT & EVALUATION REQUIREMENTS
LISTED IN THE RFP.
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RFP 255-26 Mental Health Support for Law Enforcement
As-Needed-Contract. Quantities listed are anticipated annual use.
Price Sheet
Extended
Specification Quant. Unit Unit Price Amount
Annual Mental Health Assessment (flat rate, per person) 4 Each
Mental Wellness & Individual Counseling sessions (Per hour rate) 8 Hour
Critical Incident consultation, response and debriefing (flat rate, per
occurrence) 1 Each
Critical Incident counseling sessions (Per hour rate) 4 Hour
Testing (Fit-for-Duty, Fit-for-Assignment, Annual at-risk Assignments)
(Flat rate, per test) 4 Each
Training and Presentations (Per hour rate) 2 Hour
Compliance/Records (Flat rate, annual cost) 1 Lot