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APPROVE FINDINGS AND A MOTION TO EXECUTE A STANDARD AGREEMENT WITH EPIC PRODUCTIONS OF PHOENIX, LLC, IN AN AMOUNT NOT TO EXCEED $88,000
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code (SMC) §3.68.070 supporting an exception to the competitive bidding process (sole source) for online recruiting services; and
2. Authorize the City Manager to execute a one-year Professional Services Agreement (PSA) with Epic Productions of Phoenix, LLC, in an amount not to exceed $88,000. (Attachment A).
It is further recommended that the City Manager, or designee, be authorized and directed to make any and all expenditures and appropriations on behalf of the City as appropriate and necessary to carry out the purpose and intent of this motion.
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Summary
The Stockton Police Department (SPD) requests City Council approval of a one-year PSA with Epic Productions of Phoenix, LLC (Epic). Through this agreement, Epic will provide comprehensive recruitment services, including video production, photography, and development of a dedicated recruitment website to enhance SPD’s online presence and outreach efforts.
These services are designed to strengthen SPD’s ability to attract and hire a qualified and diverse workforce. By expanding recruitment visibility and improving engagement with prospective applicants, the proposed agreement will support SPD in addressing ongoing challenges related to obtaining a strong applicant pool for sworn personnel.
DISCUSSION
Background
Over the past year, SPD has experienced a steady decline in both the number of applicants for the Police Officer position and the number of candidates who successfully qualify for eligibility lists, a trend seen nationwide across law enforcement agencies.
To address this challenge, SPD expanded its search for digital recruitment solutions and marketing partners. During this process, Epic Productions of Phoenix, LLC was identified as one of the few firms capable of providing a comprehensive suite of recruitment services tailored to law enforcement, including video production, photography, and development of a dedicated recruitment website to enhance SPD’s online presence and outreach efforts.
On March 21, 2023, Council approved Motion 2023-03-21-1204, authorizing a one-year digital recruiting services agreement with Epic for an amount not to exceed $190,000. The system was implemented successfully and supported all areas of digital recruiting. When the contract expired on March 31, 2024, SPD entered into a six-month agreement, not to exceed $36,000, effective January 1 through June 30, 2025. At the end of that term, the need for continued services still remained.
Present Situation
SPD currently has more than fifty vacant law enforcement positions. These vacancies impact the SPD’s ability to advance the Council’s crime-reduction priorities. As vacancies continue to rise, leveraging specialized outside resources has become essential to strengthening recruitment efforts.
Epic Productions of Phoenix, LLC is the only vendor SPD has identified that focuses exclusively on law enforcement recruitment and offers a comprehensive, multi-faceted strategy to attract diverse and highly qualified candidates. Their work with agencies nationwide has produced strong, data-supported results, and they provide solutions that general marketing firms have been unable to match for SPD’s specific recruitment needs.
Under the proposed agreement, Epic Productions of Phoenix, LLC will deliver a full digital recruiting campaign, including video production, photography, social media content, a dedicated recruitment website, and ongoing maintenance and support.
With the prior contracts executed since 2023 totaling $226,000, staff recommends that the City Council approve a new PSA with Epic Productions of Phoenix, LLC, in an amount not to exceed $88,000 to continue providing online recruitment services.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings that support an exception to the competitive bidding process. These findings include:
1. The Sole Source is appropriate for a recruiting campaign to expand outreach efforts to fill a steady vacancy of 50 plus law enforcement positions.
2. Epic is the only vendor SPD has identified that focuses solely on law enforcement recruitment and provides a comprehensive, multi-faceted approach to attract a diverse yet qualified group of candidates.
3. Epic provides outreach strategies and a well-developed branding campaign to enhance current recruitment efforts to qualifying candidates.
4. Epic can seamlessly integrate new recruitment efforts to the existing SPD recruiting website. Contracting with a new vendor may not deliver maximum results and could result in increased costs to the City.
FINANCIAL SUMMARY
The Fiscal Year 2025-26 Annual Budget includes appropriation to cover the cost to award a contract to Epic Productions of Phoenix, LLC, for online recruiting services in the amount of $88,000 in the Personnel Division Publicity and Advertising Account.
Attachment A - Standard Agreement
Attachment B - Epic Quote