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HomeMy WebLinkAbout1997-02-10 City CouncilCity of Palo Alto C ty Manager’s Repor 1 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: POLICE AGENDA DATE: February 10, 1997 CMR:133:97 SUBJECT:Approval to Increase Contract Amount with Calzada, Cates and Patterson, for Police Background Investigations REOUEST This report requests Council approval for an increase in the contract amount with Calzada, Cates, and Patterson Investigative Services, who conduct background investigations on prospective police officers. The compensation authorization would increase from $40,000 t° $55,000. Funds for this increase are included in the Police Department’s 1996-1997 budget. RECOMMENDATIONS Staff recommends that Council approve a second increase to the contract with Calzada, Cates and Patterson Investigative Services from $40,000 to $55,000. This increase will allow the completion of the background investigations conducted on prospective police officers needed to fill current vacancies. POLICY IMPLICATIONS The approval of this agreement does not represent any changes to existing policies. EXECUTIVE SUMMARY Calzada, Cates and Patterson Investigative Services was selected through a Request for Proposal process to provide in-depth background investigations for police officer applicants. The initial contract amount ($19,600) reflected the number of originally projected background investigations needed through June 1997. In October 1996, staff requested and obtained Council approval to increase the contract amount to $40,000 (CMR:440:96). Since then, backgrounds have been conducted on 21 applicants. A combined failure rate for the background and psychological screenings for this group of applicants has been significant (48%) in that only 10 of the 21 applicants have actually been hired. CMR:133:97 Page I of 2 In order to fill the remaining five police officer vacancies, staff estimates that at least ten additional backgrounds will need to be completed during the remainder of the fiscal year. The average background investigation costs about $1,200. FISCAL IMPACT The funds for this agreement are available in the current Police Department 1996-97 budget in the Contract Services account. ENVIRONMENTAL ASSESSMENT This is not considered to be a project under CEQA. ATTACHMENTS Attachment A: Original Agreement CMR: 440:96 PREPARED BY~.Jennifer Carr, Personnel and Training Program Assistant Lynne Johnson, Assistant Police Chief DEPARTMENT HEAD REVIEW: CITY MANAGER APPROVAL: Chief CMR:133:97 Page 2 of 2 AMENDMENT NO. TWO TO AGREEMENT NO. $7088922 BETWEEN THE CITY OF PALO ALTO AND CALZADA, CATES AND PATTERSON This Amendment No. Two to Agreement No. $7088922 ("Agreement") is entered into onthe CITY OF PALO ALTO ("CITY") and CALZADA, CATE~ by and betweenAND PATTERSON, a partnership, located at 152 Anza Street, Fremont, CA 94539 ("CONTRACTOR"). RECITALS: WHEREAS, the Agreement was entered into between the parties for the provision of conducting personnel background investigations on potential employees of the Palo Alto Police Department; and WHEREAS, the parties wish to amend the Agreement; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions, of this Amendment, the parties agree: SECTION i. The section entitled "COMPENSATION" is hereby amended, to read as follows: "COMPENSATION for the full,performance of this Agreement:CITY shall pay CONTRACTOR : Fifty-Five Thousand Dollars ($55,000) ." SECTION ~. Except as herein modified, all other provisions of the Agreement, in~lu~ing any exhibits and subsequent amendments thereto, shall remaln ~n full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: City Manager Police Chief Mayor CALZADA, CATES AND PATTERSON Its: ~-~ Taxpayer I.D. No. ~ Deputy City Manager, Administrative Services Risk Manager 970204 syn 0042828 1 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code S i189) STATE OF COUNTY OF ~ ))) On.~~~ -- !~// /~ , before me, the undersigned, a notg~ry , public~i~d~for said County, personally appeared per~onally kn6wn 4~o me (or proved to me on the basis of satisfactory evidence) to be the person(~ whose name(e@ is/a~~ subscribed to the within instrument, and acknowledged to me that he/s%~/~ executed the same in his/he~7~-~e~ authorized capacity(~e~), and that by his/her/thei~ signature,s@ on the instrument the person(.~, or ~the entity upon behalf of which the person(~) acted, executed the instrument. WITNESS my hand and official seal. SANTA CLARA COUNIY ~, 2 City of Palo Alto City Manager’s Report 3 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: POLICE AGENDA DATE: November 12, 1996 CMR:440:96 SUBJECT:Amendment No. 1 to Contract No. $7088922 to Increase Compensation Authority with Calzada, Cates & Patterson Investigative Services for Police Background Investigations REOUEST - This report requests Council approval to amend the present contract amount with Calzada, Cates & Patterson Investigative Services, who conduct background investigations on prospective police officers. The present contract would increase from $19,600 to $40,000. Funds for this increase are included in the Police Department’s 1996-97 budget. RECOMMENDATIONS Staff’ recommends that Council approve an amendment to the present contract with Calzada, Cates & Patterson Investigative Services increasing the compensation from $19,600 to $40,000. This increase will allow completion of the anticipated background investigations conducted on prospective police officers. POLICY IMPLICATIONS The approval of this agreement does not represent any changes to existing policies. EXECUTIVE SUMMARY Calzada, Cates & Patterson Investigative Services was selected through a Request for Proposal process to provide in-depth background investigations on police officer applicants. The .initial contract amount reflected the number of originally projected background investigations needed through June 1997. However, since the contract was finalized, the Police Department has experienced many more vacancies than anticipated, therefore, the number of background investigations will increase and result in a contract amount that exceeds the Department’s spending authority. Council approval is required to increase the dollar amount of the contract. ~ The Police Department currently has ten police officer vacancies, due to retirements and resignations. It is anticipated that two to four additional vacancies will occur by the end of the calendar year. In. attempts to fill the vacancies, Police Department staff has taken a two pronged approach to recruitment. In addition to the twice-yearly testing process, an outreach recruitment drive was initiated three months CMR:440:96 Page 1 of 2 ago, Department recruiters visited all the police academies in northern California in efforts to specifically recruit academy students not yet employed by other police agencies. ’ Over the next three months, the Police Department anticipates initiating over 30 background investigations on prospective officers. Historically, 50 percent of the applicants who complete the background phase are eligible for hire. Another testing process will occur in April 1997, and another ten background investigations are anticipated to be needed. The cost for each background investigation is $750 to $1000, depending on the locale of each applicant. FISCAL IMPACT The funds for this agreement are available in the Current Police Department 1996-97 budget. The monies needed will be taken from the Contract Services and Ammunition accounts. Staff feels there will be sufficient monies remaining in these accounts to complete this year’s projects. ENVIRONMENTAL ASSESSMENT This is not considered to be a project under CEQA. ATTACHMENTS Attachment A: Amendment Attachment B: Agreement Attachment C: Scope of Services Attachment D: Certificate of Insurance Attachment E: Compensation Rates PREPARED BY:Paul Healy, Personnel and Training Supervisor Lynne Johnson, Assistant Police Chief " DEPARTMENT HEAD REVIEW: LYNNE CITY MANAGER APPROVAL: City Chief CMR:440:96 Page 2 of 2 Attachment A AMENDMENT NO. ONE TO AGREEMENT NO. $7088922 BETWEEN THE CITY OF PALO ALTO AND CALZADA, CATES AND PATTERSON This Amendment No. One to Agreement No. $7088922 ("Agreement") is entered into on , by and between the CITY OF PALO ALTO ("CITY"), and CALZADA, CATES AND PATTERSON, a partnership , located at 152 Anza Street, Fremont, CA 94539 ( "CONTRACTOR" ) . RECITALS: WHEREAS, the Agreement was entered into between the parties for the provision of conducting personnel background investigations on potential employees of the Palo Alto Police Department; and WHEREAS, the parties wish to amend the Agreement; NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION I. The section entitled "COMPENSATION" is hereby amended, to read as follows: "COMPENSATION for the full performance of thisAgreement: CITY shall pay CONTRACTOR’:" Forty Thousand Dollars. ($40,000) ." SECTION ?. Except as herein modified, all other provisions of the Agreement, in~lu~ing any exhibits and subsequent amendments thereto, shall remaln in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTEST:CITY OF PALO ALTO City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney~ APPROVED: City Manager Police Chief Deputy City Manager, Adminlstrative Services Mayor CALZADAo CATES AND PATTERSON , Its: Taxpayer I.D. No. 547-82-3999 Risk Manager 1 961--030 syn 0042733 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code S 1189) On. im/~D/~ , before me, the undersigned, anotary~publlc i~ ~nd for said County, personally appeared personally kno.w~, to me (or proved to me on the basis ofsatisfactory evldence) to be the person(s) whose, name(s) is/are subscribed to the within instrument, and acknowledged to me thathe/she/they executed the same in his/her/thelr authorized capacity(ies), and that by his/her/their signature(s) on theinstrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. 961030 syn 0042733 2 _ AGREEMENT BY THIS AGREEMENT MADE AND ENTERED INTO ON THE DAY OF BY AND BETWEEN THE CITY OF PALO ALTO (HEREINAFTER REFERRED TO AS CITY, AND (NAME)(1) Calzada, Cates and Patterson (ADDRESS) 152 .Anza Street (c~ Fremont ATTACHMENT B (ZIP) No. ~’DATE TO BE ENTERED 19 __ [BY CITY PURCHASING 5101 94539 353-1080(PHONE) (HEREINAFTER REFERRED TO AS CONTRACTOR). ~N CONSIDERATION OF THEIR MLEUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: CONTRACTOR SHALLPR~V~DE~RFURN~SHTHEF~L~w~NGSPE~F~EDSER~ESAND~RMATER~ALS~PE~IFiED~NE~H~B~T A A~AGHEDHERETOANOINCORPORATEOHEREINBYTHISREFERENCE: ContraCtor will conduct personnel background investigations on potential employees of the Palo Alto Police Department in accordance with the scope of services attached. EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF T.HIS AGREEMENT: Exhibit A: Scope of Services Exhibit C: Compensation Rates Exhibit B: Insurance Certificate TERMS THE SERVICES ANO/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON July i, 1996 AND SHALL BE COMPLETED BEFORE June 3 0, 19 9 7 COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT: ~ ClTYSHALLPAYCONTRAOTOR: Upon receipt of invoice, within 30 days. [] CONTRACTOR SHALL PAY CITY: paymen~ shall be made °PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) CITY ACCOUNT NUMBER: KEY CODE O~JECT 02706270 3199 PROJECT PHASE NO.DOLLAR AMOUNT ’ ;~’~9:, 660.00 O o GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS DOCUMENT. THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE.HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its officers, agents, and employees from any and all demands, claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, agents’ or employees’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance or failure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase and sale of the equipment, materials or supplies or payment for services which may be the subject of this contract. All prior agreements, representations, statements, negotiations and undertakinos whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE FOR CiTY P.O. BOX 10250 PALO ALTO, CA 94303 Telephone .... _3 ’2 q - ~ 1 (3 q CONTRACTOR OR I.R.S. NUMBER INVOICING SEND ALL INVOICES TO THE CITY, AT[N: PROJECT MANAGER CITY OF PALO ALTO APPROVALS:(ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW) 1CITY DEPARTMENT {-lFunds flare Been R~S’< MANAGER lFINANCE 1 ¯"--’Budgeted PURCHASING & CONTRACT ADMINISTRATION I (3)1(4)~(2). 1 IF O_yVER $5,000. REQUIRES CITY MANAG_R’S =SIGNATURE !IF OVER $25,0~0. REQUIRES MAYOR AND CITY AT[ORNEY SIGNATURES I P=Tv n~-o^~ n ~l Tn I ATTEST:APPROVE0 AS 3"0 FORM: ATTACHMENT C SCOPE’OF SERVICES CALZADA, CATES AND PATTERSON I. Contractor agrees to condu~t personnel background investigati6ns of potential employees for~the Palo Alto Police DePartment. 2. Contractor will receive the necessary documents for each potential employee for which a background investigation will be conducted. 3. The background investigation will consist of making all the necessary personal, telephone .or correspondence contacts, and reporting the results to the Chief of Police or his designee in a specified form and format. Due dates for preliminary and final reports will be agreed upon at the time investigations are assigned to the Contractor. Turnover time of backgrounds will normally be three weeks. Al! background investigation reports will be delivered to thePalo Alto Police Department.Personne! and Training Division unless other prior arrangements are made. 4. Contractor will seek or gather any information which is public record and may be lawfully obtained relating to the potential employee’s criminal history or driver’s license record. 5. The Contractor will not retain any copies or documents associated to any background investigation conducted for the Palo Alto Police Department. All documents related to each investigation will be returned with the final report. 6. Al! background investigation reports must be conducted in accordance with the standards established by the Commission on Peace Officer Standards and Training (POST). Conformance with POST guidelines may be verified by audit. 7. Prior approval from the Palo Alto Police Department must be obtained by thelContractor for any background investigation that requires travel outside Alameda, Contra Costa, San Francisco, San Mateo, Santa Cruz and Santa Clara Counties, an agreement between the contractor and the Palo Alto Police Department mustbe made in advance. Reimbursement for extended trips will require itemized expenditure lists and will be paid as delineated in Exhibit C. The compensation rate (currently $700 per background) may be renegotiated annually and the contract amended accordingly. 8. Contractor hereby agrees to indemnify, defend, and hold harmless the City, its officers, agents and employees from any and all demands, claims or liability of any nature, caused by or arising out of Contradtor’s negligent acts, errors, omissions, willful misconduct, or conduct for which the law imposes strict liability on Contractor in. the performance or nonperformance of this agreement. CALZADA, CA’I~r.,S & PATT~ 152 ANZA ~"I’ ~’T, CA 94539 ATTACHMENT D Poli6y Period: "" ]=rom 1-2-96 To i-2-97 at 12:01 A.M. Standard Time a~ your mailing address shown above. IN REI’URN FOR THE PAYt~ENT OF THE P.~FMIUM, AND SU~.IECT TO ALLTHE ?fiPJ, tS OF THIS FOUCY. W=, AGREE W~TH YOU TO PRO~/IDE THE INSUP,~NCE AS STATED IN THIS POUCY. UMITS OF INSURANCE General Aggregate Limit (Od~:er Than Products - Completed Operations)$ Products - Completed Operations Aggregate Limit S S~..~, ~. #¢~124 (6/89) Personal and Advertising Injury Limit Liquor Liability Genera] Aggregate Limit Each Occurrence Limit Fire Damage Limit Medical Expen,se Limit 1,000,OOO.00 S 50,000.00 $ 5,000.00 ....Any One Fire A.ny One Person RETROACTIVE DATE (CG o01~2 only) Coverage A of this Insurance does no~ apply to "bodily injury" or "property damage" v;hich occurs before the Retroactive Da~e, if any, shown here: DESCRIPTION OF BUSINESS AND LOCATION OF PREMISES- Form of Business: [] Individual [] Joint Venture ;~ Partnership r] Organization (Other than Partnership or JointVemure) Busi,ness Description*: DETE~’£IV~ OR ~IGtkTIV’~ Location o[ At{ Premises You Own, Rent or Occupy: SEE SCHEDULE OF LOCATIONS (GLS-2) PREMIUM Classification Rate Advance Premium Code No,Premium Basis Pr/Co. All Other Pr/Co. All Other $ Premium shown is payable*: $ ’ FORMS AND ENDORSEMENTS SEE GENERAL LIABIUTY SCHEDULE (GLS-1} To~al Advance Premium $ at inception; $1st Anniversary; $2rid Anniver~ry 2826 Forms and Endorsements applying to this Coverage Par1 and made ~th=s polmy a~ time.of L~.~’- SEE SCHEDULE OF FORMS AND CountersignS:-R~ HILL,By,, .’~ " Includes opyrighted material ol Im, urance $~’~|c-es Office, Inc.. with i~ permi~ian. Cop~ri~]ff,,. Ir~uran~e Services Office, Ine,, 198~.. 1,~4 JDL 19d(2) X.O (Ed. 2-94) TOTRL ATTACHMENT E COMPENSATION RATES: For July i, 1996 to June 30, 1997 Base Fees CALZADA, CATES AND PATTERSON P.O.S.T. Standard Investiqations: Peace Officer Pre-emDloyment BackGround $700.00 per completed "local area" candidate. Partially completed backgrounds will continue to be billed on a basis of work completed, costs range from $425 - $700. Start-UD Costs Associated With Discontinued Backqrounds: $175.00 each, including file work-ups, preliminary interviews and report summary..~ "Limited,’ Backqrounds : Limited backgrounds will begin at $425.00 per completed candidate. Price may increase depending upon depth.ofinquiry specified. "Local Area" Candidates: "Local area" will be defined to mean all contacts within a 50 (road) mile radius from your agency’s headquarters. "Lon~ Distance" Char~es: For pre-authorized in-person contacts outside of your "local Area", the following fees-will prevail: 30 cents per mile for vehicular travel to/from the point ofdestination. $27.00 per hour for travel time to/from point of destination (based on standard mileage divided by 55 mph or actual flying time plus30 minutes embarkation). $60.00 per 24-hour period of rental cars. Standard, unrestricted coach airfare for approved travel (for destinations served by.commercial airlines over 150 miles each way). Per diem based on the following: o $i00.00 per day in rural areas. "Lonq Distance" Charqes (cont’ d) : O o $135.00 per day in urban areas: $175.00 per day in metropolitan areas (Atlanta, Chicago, Denver, Houston, Kansas City, Los Angeles, Miami, New Orleans, Omaha, Orlando, Portland, Phoenix, San Diego, and Seattle).. O $250.00 per day in. designated metropolitan areas ~Boston, Dallas, New’York City and Washington D.C. metropolitan areas). Destinations outside the 48 contiguous States will be individually negotiated. Additional Costs: O $75.00 will be paid for~each candidate’s failure to appear for his/her pre-scheduled Initial interview appointment.