Town of Middletown, DE
Professional Services for Police Promotional Process - Request for Proposals
May 27, 2025
Statement of Purpose
The Middletown Delaware Police Department is accepting proposals to obtain fixed price proposals from firms who specialize in the development and implementation for Middletown Police Department.
Background Information
The Middletown Police Department (MPD) is seeking professional services to assist with the development and implementation of a promotional process for supervisory and staff positions. Two positions are currently vacant and it is anticipated other supervisory / staff positions will become vacant as the staff positions are filled.
Qualification of Vendors
The following elements must be included in each proposal and are described below in detail. Proposals must include the information requested in the manner specified. Failure to do so may result in the proposal not be considered.
A. Description of Company
a. Name of Company, if a joint venture, name of joint venture and names of individual companies comprising the joint venture.
b. Address of the Corporate Headquarters if applicable.
c. Telephone and email contact information.
d. Form of company.
e. Date company formed / incorporated.
f. Company principals including president and officers.
g. Identification of the primary contact with email, phone and mailing address for this project.
B. Experience of Vendor and References
a. The proposal must demonstrate that the organization has been in business for a minimum of two consecutive years.
b. The proposal shall provide documentation of three recent non-affiliated references.
i. The references should be those of other governmental agencies for which work of similar type, scope and magnitude has been performed.
ii. These references shall include the name of the entity, contact information for the reference which includes an address, phone number and email address.
c. Experience of Key Personnel
i. Resumes of the team that will be working on project.
ii. An organizational chart showing the relationships of primary personnel and areas of responsibility and rationale for assembling this specific team.
d. Financial Data
i. If a publicly held firm, the proposal must provide its firms two most current fiscal years of audited financial statements as compiled by independent certified public accounts. Internally audited financial statements will only be accepted by privately held firms.
e. Intended approach for the project.
f. Project timeline.
Scope of Services
All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. The following deliverables will be required by the proposer.
A. The proposer shall provide a promotional system that minimizes the potential for adverse impact.
B. The proposer will meet with the Chief of Police and member(s) of the Mayor and Council as needed.
C. The proposer shall provide a report detailing their findings of the existing promotional policies and procedures with a determination for any recommended changes.
D. The proposer will provide a report detailing a recommended promotional process for each available position. The report will include scoring guidelines for recommended questions and / or exercises. The report will also provide recommended study materials and a recommended time table for each phase of the promotional process.
E. The proposer will include any cost associated with being present or assisting with the promotional process.
F. The proposer will be required to describe in their draft and final report their analysis for determining recommendations.
G. The proposer will be required to provide weekly written summary reports with updates detailing worked completed, comparison of work completed to the established timeline and work completed to cost schedules.
H. The proposer will be required to provide legal defense of each promotional process in any subsequent litigation, grievance, or complaint. The defense will include up to 20 hours of providing requested information, statistical information, consultation or expert testimony. Compensation for hours beyond the initial required 20 hours will be determined by the final issued contact with the proposer.
Process Schedule
1. Deadline for the submission of proposals: June 13, 2025 at 12:00 p.m.
2. Proposal presentations: Week of June 16, 2025 as needed.
3. Proposal selection: expected in July 2025.
Contract Terms and Conditions
1. Term: 1 year with 2-year renewal increments.
2. Exact and complete details of the contract terms and conditions will be in accordance with an agreement that will be provided by the MPD.
Insurance Requirements
Throughout the term of this Agreement, the Contractor shall, at its own cost and expense, maintain the following Insurance and provide the Town of Middletown certificates of insurance reflecting the below:
Commercial General Liability Insurance
$1,000,000 Each Occurrence Limit (Bodily Injury and Property Damage)
$2,000,000 General Aggregate per Project
$2,000,000 Products & Completed Operations Aggregate
$1,000,000 Personal and Advertising Injury Limit
Business or Commercial Automobile Liability Insurance
$1,000,000 combined single limit per accident – Applies to Scheduled, Hired & Non-Owned Autos
Workers' Compensation – As statutorily required by The State of Delaware
Employers' Liability Insurance
$1,000,000 Each Accident
$1,000,000 Each Employee for Injury by Disease
$1,000,000 Aggregate for Injury by Disease
Excess or Umbrella Liability (to overlay Employer’s Liability, Automobile Liability and Commercial General Liability)
$2,000,000 Occurrence /aggregate
Professional Liability - $2,000,000 Each Incident/$2,000,000 Aggregate
Cyber/Privacy Liability - $1,000,000 Each Incident/$1,000,000 Aggregate
Third Party Crime - $250,000
The contractor shall include The Town of Middletown its officers, boards, commissions, councils, elected officials, and employees as an additional insured on its general liability insurance, commercial auto insurance and umbrella/excess insurance. Such insurance must be primary and non-contributory as to any other valid and collectible insurance. A 30-day notice of cancellation or non-renewal of coverage shall be granted to the Town of Middletown.
A Waiver of Subrogation shall be granted in favor of The Town of Middletown its officers, boards, commissions, councils, elected officials, and employees with regards to general liability insurance, commercial auto insurance, cyber liability, umbrella/excess liability, professional liability/errors & omissions liability and workers compensation insurance.
Any liability coverages on a “claims made” basis should be designated as such on the certificate. A retroactive date shall also be identified in the certificate of insurance.
Coverages and limits are to be considered as minimum requirements and in no way limits the liability of the service provider, its subcontractors or its subsidiaries.
Proposal Submittals
1. Proposer must provide a written proposal indicating how they will meet all conditions of this solicitation. The proposal shall include the cost of providing these services.
2. Any deviations in the prescribed scope of services shall be listed and the MPD reserves the right to accept or reject any change in the scope.
Evaluation Criteria
In reviewing potential concepts and proposals, the MPD will consider the following criteria:
1. Overall proposal and the ability to meet all conditions herein.
2. Ability of the contractor to meet the varying demand of services.
3. The experience and financial and organizational ability of the contractor in successfully completing such services on time and within budget.
4. Cost of services.
The MPD may, in its sole discretion, expand or reduce the criteria upon which it bases its final decision regarding the selection of the development team for this RFP. The project will be awarded based on the best judgement of the Mayor and Council.
Contacts/Inquiries
Questions concerning the RFP shall be directed via email to:
William Texter, Chief of Police (wtexter@middletown.delaware.gov)
The deadline for questions shall be June 5, 2025 at 12:00 p.m. EST.
Proposal Submission
Interested teams shall submit nine bound copies of their proposals. Proposals and supporting documentation shall be submitted in a sealed envelope labeled “Middletown Police -Professional Services for Promotional Process - Request for Proposals”. Electronic and telefaxed submissions will not be accepted. Submissions will not be returned.
Proposals shall be delivered on or before 12:00 p.m. EST on Friday, June 13, 2025 to:
Middletown Police Department
130 Hampden Road
Middletown, DE 19709
Attn: William Texter
Chief of Police
Proposals received after the deadline may not be accepted.