RFQ 2025-1020: UCS Forensic Psychiatric Services

The New York State Unified Court System  “(UCS”), Office of Court Administration ("OCA"),Division of Human Resources is soliciting price quotes from board certified Forensic Psychiatrists licensed  in  New  York  State for consultant  services  to  evaluate  employees  for  fitness-for-duty, and/or fitness to carry a firearm for employees with peace officer status.  The services must include psychiatric interviews  and written evaluations of employees. Psychiatric interviews/exams must be conducted in-person or if approved, remotely by HIPAA-compliant secure video. Psychiatrist must be able to  see employees in one of the following locations: New York City, Westchester, Long Island.

UCS estimates the contract term to be December 1, 2025, through December 1, 2026.
UCS estimates that up to 100 employees will require psychiatric evaluations through December 1,2026. Psychiatric screening services must be available beginning December 1, 2025. Vendors selected through this RFQ will conduct evaluations on an as-needed basis.
All psychiatric interviews and evaluations are to be conducted by a board-certified Forensic Psychiatrist with experience evaluating employees for fitness-for-duty and/or fitness to carry a firearm. It is estimated that it will take approximately three (3) to four (4) hours to complete a Psychiatric Evaluation per employee including the final psychiatric report. Psychiatric Evaluation services must include:
           A) Psychiatric Interviews/Exams;
           B.)Review of supporting documents; and
           C.)Final Psychiatric Evaluation Reports

Proof of board certification and New York State license for all psychiatrists performing services pursuant to this RFQ must be submitted to UCS prior to contract execution. UCS reserves the right to  request  additional  information  to  verify  the  qualifications  of  any  psychiatrist performing services hereunder.

Psychiatric Evaluation Reports
Vendor(s) will provide UCS a written narrative evaluation report (Final Psychiatric Evaluation Report) for each employee within ten (10) business days of the Psychiatric Interview.
The Final Psychiatric Evaluation Report shall be based on:
Psychiatric Interview/Exam conducted by the board-certified psychiatrist
Detailed narrative of employee’s history including supporting documents from
employer/employee records.

This report must be unique to each employee and must include clear statements of the psychiatrist’s professional conclusions regarding employee’s fitness for duty / fitness to carry a firearm and supporting psychiatric basis for decision.
Any responses to clarification requests from UCS and/or corrections of the Final Psychiatric Evaluation Report must be provided in writing within two (2) business days of such request.

Vendor(s) will deliver all documents, including the Final Psychiatric Evaluation Report, required to be delivered to UCS electronically using a secure HIPAA-compliant method to be agreed upon by Vendor and UCS.

Expert Testimony
Vendor must be fully prepared and available to provide expert testimony regarding the validity of the evaluation process, its development and administrative procedures, the reasons for the conclusions drawn and the recommendations made in specific cases, and any adverse impact, or lack thereof, of the tests and evaluation procedures on protected class applicants.

Insurance Requirements
Awarded contractors must provide certificates for workers’ compensation and disability benefit coverage, as well as professional liability insurance that meets the requirements below:

Professional liability insurance in the amount of $1,000,000 for all of applicant’s professional employees that will perform with UCS funding. Proof of applicant’s professional liability insurance coverage must be submitted with the quote. Organizations awarded funding will be required to contractually agree to obtain tail coverage for a minimum of two years in the event that the organization’s professional liability coverage policy is terminated and either: (i) there is no replacement policy; or (ii) the replacement policy does not cover claims made against the organization based on events that occurred prior to the effective date of the new policy. All policies shall be written with insurance companies licensed to do business or authorized by the New York State Department of Financial Services to issue insurance in the State of New York and be rated no lower than an A- rating Class VII or better in the most current edition of A.M. Best’s Property-Casualty Key Rating Guide. UCS may, in its sole discretion, accept policies of insurance written by a non-authorized carrier or carriers when certificate or other policy documents are accompanied by a completed Excess Lines Association of New York (ELANY) affidavit or other document demonstrating the company’s strong financial rating.

Policies should be endorsed to the New York State Unified Court System as an “additional insured” and “certificate holder.” All policies shall allow waiver of subrogation in favor of UCS and indemnified parties and additional insureds. All policies must be endorsed to provide that in the event of cancellation, non-renewal or material modification UCS will receive thirty (30) days’ prior written notice thereof. Awarded Contractor must provide UCS with appropriate certificates of insurance in compliance with these requirements no later than five business days prior to commencement of the Contract. Awarded Contractor must furnish complete policies, including all endorsements thereto, to UCS upon request. By requiring insurance, UCS does not represent that certain coverage and limits will necessarily be sufficient to protect Awarded Contractor, and such coverage and limits shall not be deemed a limitation on Awarded Contractor’s liabilities under any indemnity granted to UCS under the Contract. Prior to the commencement of any work by a subcontractor, the Awarded Contractor shall require such subcontractor to procure policies of insurance as required herein and maintain the same in force during the terms of any work performed by that subcontractor.

Vendor(s) will deliver all documents, including the Final Psychiatric Evaluation Report, required to be delivered to UCS electronically using a secure HIPAA-compliant method to be agreed upon by Vendor and UCS.

Award, Attachments & Contact Information
The pricing sheet for forensic psychiatric services and expert testimony is attached. Fees must be inclusive of all services outlined in the RFQ. The New York State Unified Court System is tax exempt.

Selection of awarded contractor(s) will be based on a “best value” determination considering the scope/specifications set forth herein, the UCS’ needs, and lowest price.
UCS may make one or more awards pursuant to this RFQ. No volume of business is guaranteed to any vendor. UCS may assign interviews to qualified vendors at its discretion.
Questions regarding this RFQ must be emailed by Wednesday, October 29, 2025, at 5:00 PM to:

Alina Zielinski at AZielins@nycourts.gov (“Subject” field: “RFQ# 2025-1020: UCS Psychiatric Screening Services”).

Written price quotes must be submitted via email on or before 12:00 PM (noon) on Monday, November 10, 2025, to: Alina Zielinski at AZielins@nycourts.gov . Enter RFQ# 2025-1020:
UCS Forensic Psychiatric Services” in the subject line of your email.