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AUTHORIZE THE CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH DR ASSOCIATES INTERNATIONAL FOR PRE-EMPLOYMENT BACKGROUND AND PERSONNEL INVESTIGATION SERVICES
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a Professional Services Agreement with DR Associates International of Davis, CA, to provide pre-employment background and personnel investigation services for the City of Stockton Fire Department in the amount not to exceed $250,000 for a five-year term;
2. Approve findings that support an exception to the competitive bidding process; and
3. Authorize the City Manager to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
Stockton Fire Department (SFD) requires services for pre-employment background and personnel investigations to meet the rigid staffing/personnel requirements of the Department. SFD is currently employing a part-time Program Specialist for SFD investigations during the process of executing an Agreement with DR Associates International (DR Associates). Previously, investigations were completed by DR Associates under a Professional Services Agreement from July 1, 2015, to June 30, 2017.
On September 15, 2017, the City advertised a Request for Qualifications (RFQ) for pre-employment background and personnel investigation services. Three firms submitted Statements of Qualifications (SOQs) for investigation services. The Selection Committee evaluated the SOQs and found DR Associates of Davis, CA, to be the most qualified and highest ranked firm. Staff estimates the cost for investigation services to be $50,000 annually.
It is recommended that Council approve a motion authorizing the City Manager to execute a Professional Services Agreement (Attachment A) in the amount of $250,000 with DR Associates for a term of five (5) years.
DISCUSSION
Background
SFD requires pre-employment background and personnel investigation services to meet the rigid staffing/personnel requirements of the Department and to meet the increasing needs for investigations associated with staff recruitment as a result of staff retirements and resignations. In addition to recruitment of sworn and civilian staff, there are SFD personnel matters that also require internal and/or external investigations.
SFD currently employs a part-time Program Specialist for SFD investigations. Previously, SFD entered into an Agreement with DR Associates, providing investigation services from July 1, 2015, until June 30, 2017. SFD has determined a need to continue to enlist the services of a qualified consultant to provide thorough pre-employment background and personnel investigations.
On August 4, 2017, the City advertised an RFQ for investigation services and received one (1) SOQ from North American Security and Investigations, Inc. on August 24, 2017. Staff recommended rejecting the SOQ received and re-advertising the project. Staff determined that re-advertising the project could potentially result in more responsive bidders to receive rate comparisons within the market.
Present Situation
On September 15, 2017, the City re-advertised an RFQ for investigation services. The RFQ outlined the need for an experienced consultant to provide investigation services for SFD. The minimum qualifications for the consultant included qualified and credentialed personnel with expertise in the areas of public safety and fire services that will meet the expectations and challenges of SFD. On October 5, 2017, three (3) SOQs were received from the following firms:
• Creative Security Company, Inc. (San Jose, CA)
• DR Associates International (Davis, CA)
• North American Security and Investigations, Inc. (Carson, CA)
A Selection Committee comprised of staff from the offices of the City Attorney, Human Resources, and Fire evaluated and ranked all SOQs based on each firm’s understanding of work, experience with public and fire department investigation services, staff qualifications, technical ability, and time required to complete investigation requests.
DR Associates International received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project. DR Associates has the qualifications, resources, and experience in providing pre-employment background and personnel investigations for public safety and fire services. The consultant previously performed investigations for other City of Stockton departments, including Human Resources.
Staff recommends a Professional Services Agreement with DR Associates International to perform the above-mentioned investigations for SFD on an as-need basis. Based on DR Associates proposed fees and a number of anticipated investigations, staff estimates the cost for investigation services to be $50,000 annually. Staff recommends Council approve a motion authorizing the City Manager to execute a Professional Services Contract with DR Associates for five (5) years in the amount of $250,000.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. The proposed findings include:
1. SFD requires pre-employment background and personnel investigation services to meet the rigid staffing/personnel requirements of the Department and to meet the increasing needs for investigations associated with staff recruitment as a result of staff retirements and resignations.
2. Use of the RFQ process is appropriate for this Professional Services Agreement because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of these criteria helps ensure selection of a vendor that will provide professional, responsive, and timely service.
3. The minimum qualifications for the consultant included qualified and credentialed personnel with expert levels of understanding of public safety and fire services that will meet the expectations and challenges of SFD.
4. DR Associates International received the highest ranking, based on the noted criteria, and was determined to be the most qualified firm for this project.
The recommended motion will approve a five-year Professional Services Agreement for $250,000 with DR Associates for pre-employment background and personnel investigations for public safety and fire services.
FINANCIAL SUMMARY
The proposed fees of DR Associates are $185 per hour for personnel investigations and $1,000 per applicant for background investigations. Based on the service requirements of the department for the past years, staff recommends an annual contract amount of $50,000 for a total of $250,000 for a five-year Professional Services Agreement with DR Associates. The Fire Department's FY2017-18 annual budget includes an allocation of $50,000 for investigation services under Fire Administration Account 010-2610-530. Annual contract costs for subsequent years will be budgeted in the same account during the annual budget development process.
Attachment A - DR Associates Professional Services Agreement