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APPROVE MOTION TO EXECUTE A THREE-YEAR COOPERATIVE/PIGGYBACK PURCHASE AGREEMENT WITH MILLER MENDEL, INC. FOR BACKGROUND INVESTIGATIONS SOFTWARE IN AN AMOUNT NOT TO EXCEED $171,574
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
2. Authorize the City Manager to execute a three-year Cooperative/Piggyback Purchase Agreement between the City of Stockton and Miller Mendel, Inc., for background investigations software not to exceed $171,574.
It is further recommended that the City Manager 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) previously faced significant challenges in completing timely background investigations for prospective employees. In Fiscal Year 2022-23, the Department lost more than 20 qualified applicants to competing agencies because SPD’s background investigation process took longer to complete. These delays placed SPD at a clear competitive disadvantage in attracting and hiring qualified candidates.
To address this issue, the City of Stockton modernized its background investigation process by transitioning to eSOPH, an advanced background investigation platform. Agencies using eSOPH have demonstrated processing time reductions of nearly 50% due to the system’s automated workflows, integrated data sources, and patented technologies.
To support SPD’s ongoing recruitment efforts and ensure continuity of background investigation services, staff recommends approval of a motion to execute a three-year cooperative/piggyback purchase agreement with Miller Mendel, Inc. for the eSOPH background investigation software, in an amount not to exceed $171,574.
DISCUSSION
Background
In Fiscal Year 2022-23, SPD was unable to hire more than 20 qualified applicants due to delays in completing background investigations. To address this issue, the City of Stockton transitioned to eSOPH in FY 2023-24 to significantly reduce processing times and automate many of the document requests, tracking, and filing tasks required of investigators when reviewing applicant-submitted background information.
eSOPH, an advanced background investigation platform developed by Miller Mendel, Inc., is a web-based Software as a Service (SaaS) solution used by government and private entities to manage background investigations through an electronic Statement of Personal History (eSOPH). The system provides a comprehensive suite of core services.
Present Situation
Since transitioning to the eSOPH background investigation platform in FY 2023-24, SPD has experienced significant improvements in both the efficiency and accuracy of its background investigation process. The system’s automated workflows, centralized document management, and integrated data sources are substantially reducing the time required for investigators to complete each background file, enabling SPD to remain competitive with other agencies and avoid delays that previously led to the loss of qualified applicants. Tasks that were once manual and time-consuming are now streamlined, allowing investigators to focus on evaluating candidates, instead of tracking paperwork or waiting for external records.
eSOPH is intuitive, reliable, and easier to use compared to the SPD’s previous system. Its organization of applicant information, automated reminders, and user-friendly digital submission tools have enhanced the experience for both investigators and applicants. Given these improvements, SPD staff strongly support continuing the use of eSOPH and view it as essential to maintaining hiring competitiveness and meeting departmental recruitment goals.
Staff recommends continuing services with Miller Mendel, Inc. to ensure uninterrupted system access and sustained efficiencies in the background investigation process.
Findings
Stockton Municipal Code section 3.68.070 provides for an exception to the competitive bidding requirements in cases wherein the City Council has made findings that support and justify the purchase via a Cooperative / Piggyback Agreement. Findings to support the purchase are as follows:
1. eSOPH provides the essential functionality needed for SPD to complete pre-employment background investigations efficiently and consistently, supporting timely hiring and reducing applicant loss.
2. eSOPH is a proprietary, patented system exclusively owned and supported by Miller Mendel, Inc., and cannot be obtained from any other vendor.
3. SPD’s established background investigation workflows are built around the eSOPH platform, and shifting to a different system will create significant operational disruption and reduce process efficiency.
FINANCIAL SUMMARY
The total proposed cost is $57,191 annually, for a total contract cost not to exceed $171,574 for a three-year Cooperative/Piggyback Purchase agreement with Miller Mendel, Inc., eSoph services. Funding is included in the FY 2025-26 Police Department’s Patrol Measure A, Software Account.
Attachment A - The County of Tulsa, Oklahoma on behalf of the Tulsa County Sheriff’s Office Cooperative Piggyback Agreement