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Home My WebLink AboutS2-Police Department CITY.OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION . . . From: Lee TIean, Chief of Police Subject: Resolution of the City of San Bernardino authorizing the expenditure of $30,000 in salary/ benefit savings from the police department's general fund budget to fund contract background ~nves 19a 10ns or po 1ce 0 1cer applicants and the selection of PRC Investigations to provide contract background investigations services to the police department. Dept: Police Date: 2/6/97 Synopsis of Previous Council action: Resolution #96-149 authorizing the Chief of Police to submit a COPS Universal Hiring Grant Proposal. Resolution #96-291 authorizing the expenditure of $70,000 in AB3229 (Citizens' Option for Public Safety Program) funding for the first year grant city cash match. Resolution #96-348 authorizing the expenditure of $20,000 in salary/benefit savings from the police department's general fund budget to fund the FY 1996/97 local cash match portion of the second allotment of (11) COPS Universal Hiring Grant police officer positions. Recommended motion: Adopt resolution. ~~~ Signature Contact person: ~~pr.~in Rnhp-rt Curr.i~ Phone:384-5606 Supporting data attached: Yes Ward: FUNDING REOUIREMENTS: Amount: $30,000 001-211/224-5011/5029 Salaries/Benefits Source: (Acct. No.) Finance:~rp~~ Council Notes: -:Meta; ~ /7?1~ ~ t1b~:jL ~ ~-ll'~( iN- I..hA7~./..:if ~~ o.It. FYfi-17 1Mt1f:t /# <VIL fJk ~J.~f ~ ~ ~MO bn ~ . / / ()t)/-:ll3-fOJJ -It, 01)/-,;1,;/'1-00'06: J 17/91 , I Res 97- 50 Agenda Item NO.,-~.;z (Acct. DescriPtion) 75-0262 .ClTY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Backaround On August 2, 1996, the police department was awarded a COPS Universal Hiring Program Grant by the U.S. Department of Justice, Office of Community Oriented Policing Services. The grant provided funding for (11) police officer positions for three years. To satisfy grant requirements, the (11) police officers must be hired by July 31,1997. On October 1, 1996, DOJ funded (11) additional grant officer positions for a total of (22) positions. The second allotment of (11) grant officers must be hired by September 30, 1997 to satisfy grant requirements. Failure to fill the positions will put grant funding in jeopardy. The police department currently has (23) police officer vacancies: (8) in the City's General Fund account, (1) in the Police Supplemental Hiring Grant account and the remaining (14) in the COPS Universal Hiring Program Grant account. The department sustains an average attrition rate of (17) officers lost per year due to retirements, transfers to other police departments, terminations and other reasons. Our goal is to fill the (23) current and (13) projected police officer vacancies by September 30, 1997. In order to accomplish this goal, our Personnel & Training Unit will have to triple the number of applicants processed annually, from 750 to 2,250. The most time consuming aspect of this process is the completion of an extensive applicant background investigation required by POST regulations. We estimate that (58) backgrounds will need to be processed in order to hire the (36) police officers. Additionally, as of January 1, 1997, the California Police Officers Standard Training (POST) Commission increased the minimum qualifications for new Level-I reserve police officers. As of that date, all new reserve officers falling into this category are required to complete the regular basic police academy training course for full time police officers. In December 1996, we provisionally swore in (59) new reserve officers prior to the change in minimum qualifications. POST has given us a six month window to complete the background process to allow these reserve officers to qualify under the old regulations. We estimate that (30) reserve officer backgrounds will need to be processed by June 30, 1997. Recommendations 1. Approve the execution of a service agreement with PRC Investigations to provide background investigation services for the police department 2. Authorize the expenditure of $30,000 in salary savings from the police department's FY 1996/97 General Fund budget for this service. 75-0264 i I, . . Findinas The Personnel & Training Unit currently has two non-sworn employees assigned to complete background investigations on police officer applicants. We are projecting that they will be able to complete only (28) of the total backgrounds we need to complete by September 30, 1997. The remaining (60) backgrounds will have to be completed by staffing resources outside the Personnel & Training Unit. We would need to reassign three police employees from either Patrol or Investigations Division to the Personnel & Training Unit until September 30, 1997, to complete these backgrounds. If police officers (P-1 at C Step) are used, this will cost the department $125,629 in salary and benefits. If community service representative I's (at C-Step) are used, it will cost $71,179 in salary and benefits. A viable and more cost effective method of achieving this goal is to contract out the background investigations with an established and reputable background investigations company. We estimate that (60) backgrounds could be completed at a cost of approximately $33,956, or a cost of $650 per completed background and $112 per background terminated early. The cost for the remainder of FY 1996/97 is estimated at $30,000. A "Request for Qualifications" was released November 22, 1996, to (7) identified background investigation firms with police experience. Appropriate specifications were prepared and directed to each vendor. Proposals were received by December 2, 1996. On December 4, 1996, a Source Selection Evaluation Committee comprised of both police department and outside police agency personnel met to review the received bids. The committee members separately rated each vendor submitting a proposal against the source selection evaluation criteria with the following overall scores being determined: Rankina Vendor Points 1 2 3 4 5 PRC Investigations Leon Snijders & Associates Pro-Tech Investigations International Research Golden State Protective Services 214 204 185 184 163 Having been determined to be most advantageous to the city, it is therefore recommended that the proposal received from PRC Investigations be accepted for contract. " . . . SERVICES AGREEMENT THIS AGREEMENT is entered into this 17th day of February, 1997 betwee'n PRC Investigations ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY"), WITNESSETH: A. WHEREAS, CITY has need for contract background investigations within the CITY and, B. WHEREAS, CONTRACTOR is competent, experienced and able to perform said services: and, C. WHEREAS, CONTRACTOR has provided the lowest responsible bid for the providing of such services; NOW THEREFORE, the parties hereto agree as follows: 1. CONTRACTOR shall furnish background investigation services to CITY in accordance with the" Request for Qualifications to Provide Background Investigations for the City of San Bernardino Police Department", a copy of which is attached. 2. Over the term of this Agreement, CONTRACTOR shall be paid for such services an amount in accordance with the "Request for Qualifications to Provide Background Investigations for the City of San Bernardino Police Department", a copy of which is attached. 3. CONTRACTOR shall provide the San Bernardino Department with a monthly invoice in arrears and shall be provided payment within thirty (30) days therefrom. -1- . . . . CITY retains the right to challenge all or any part of an invoice. 4. The term of this Agreement shall be one (1) year from the date first above shown. It may be canceled by thirty days written notice by either party. 5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents harmless from any claim, demand, liability, suit, judgement or expenses (including, without limitation, reasonable costs of defence) arising out of or related to CONTRACTOR's performance of this agreement, except that such duty to indemnify, defend and hold harmless shall not apply where injury to person or property is caused by CITY's willful misconduct or sole negligence. 6. While not restricting or limiting the foregoing, during the term of this Agreement, contractor shall maintain in effect policies of comprehensive public, . general and automobile liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory worker's compensation coverage, and shall file copies of said policies with the CITY'S Risk Manager prior to undertaking any work under this Agreement. 7. CONTRACTOR shall perform work tasks as directed by the San Bernardino Department, but for all intents and purposes contractor shall be an independent contractor and not an agent or employee of the CITY. 8. In the performance of this Agreement and in the hiring and recruitment of employees, contractor shall not discriminate on the basis of race, creed, color, religion, sex, physical handicap, ethnic background or country of origin. 9. Any notice to be given pursuant to this Agreement shall be deposited with the . United States Postal Service, postage prepaid and addressed as follows: -2- . . . TO THE CITY: Lee Dean, Chief of Police 300 North "D" Street San Bernardino, CA 92418 TO THE CONTRACTOR: PRC Investigations 200 Emery Avenue, Suite 212 La Habra, CA 90631-5773 .' Nothing in this paragraph shall be construed to prevent the giving of notice by personal service. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first above shown. > Date: February 17, 1997 By: PRC Investigations Business Name . ~ SiglJature CITY OF SAN BERNARDINO Date: By: John P. Murphy, Purchasing Manager City of San Bernardino ATTEST: Rachel Clark, City Clerk Approved as to form and legal content: James F. Penman, City Attorney By: a.~ 7. () 1 i~ L -3-