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HomeMy WebLinkAbout1996-11-12 City CouncilCity 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 REQUEST 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 I 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. Stafffeels 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 JQ,,.(~SON, Assistanyi Chief CITY MANAGER APPROVAL: ~IN~’/, Ci~ M~r Ci~R:440:96 Page 2 of 2 Attachment A AMENDMENT NO. ONE TO AGREEMENT NO. $7088922 BETWEEN THE CITY OF PAL0 ALTO AND CALZADA, CATES AND PATTERSON This Amendment No. One to Agreement No. $7088922 ("Agreement") is entered into on the CITY OF PALO ALTO ("CITY"), and CALZADA, CATE~ bYANDandpATTERSoN,between a partnership , located at 152 Anza Street, Fremont, CA 94539 ( "CONTRACTOR " ) . RE C I TAL S: 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": Forty Thousand Dollars ($40,000)." SECTION ?. Except as herein modified, all other provisions of the Agreement, including any exhibits and subsequent amendments thereto, shall remain in ful! 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 PAL0 ALTO City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney APPROVED: City Manager Police Chief Deputy City Manager, Administrative Services Mayor CALZAD~ By: Its: CATES AND PATTERSON Taxpayer I.D. No. 547-82-3999 Risk Manager 961030 syn 0042733 CERTIFICATE OF ACKNOWLEDGMENT (Civil Code S 1189) STATE OF COUNTY OF ))) On /m/~/~, before me, the undersigned, a notarv~ public in~ Xnd for said County, personally appeared personally known to me (or proved to me on the basis ....... Of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument, and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument 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 BY AND BETWEEN THE CITY OF PALO ALTO (HEREINAFTER REFERRED TO AS CITY, AND(NAME)(1) Calzada, Cates and Patterson (2) (ADDRESS) 152 Anza Street (C~T~ Fremont ATTACHMENT B DAY OF, NO. ~tDATE TO BE ENTERED 19__ "[BY CITY PURCHASING 510/ 94539 353-1080(ZIP) (PHONE) (HEREINAFTER REFERRED TO AS CONTRACTOR). ~N CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS: CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED SERVICES ANDiOR MATERIALS SPECIFIED IN EXHIBITA ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE: Contractor will conduct personnel background investigations on potential employees of the Palo Alto Police Department in accordance with the scope of services attached. EXHIBITS THEFOLLOWINGATTACHEDEXHIBITSHEREBYAREMADEPARTOFT~ISAGREEMENT: Exhibit A: Scope of Services Exhibit C: Compensation Rates Exhibit B: Insurance Certificate ¯TERMS THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON AND SHALL BE COMPLETED BEFORE June 3 0,.t :l 9 9 7 July I, 1996 COMPENSATION FoR THE FULL PERFORUANCE OF TH,S AGREEMENT: ~ CITY SHALL PAY CONTRACTOR: UpOlq receipt of invoice, within 30 days. [] CONTRACTOR SHALL PAY CITY: payment shall be made PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE) CITY ACCOUNT NUMBER: 02706270 3199 ~, 600.00 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 l’ailure to perform this agreement by CONTRACTOR. ENTIRE AGREEMENT. This agreement and th~ ter~ and ¢onditio.n: 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, representalions, statements, negotiations and undertakings whether oral or written are superseded hereby. PROJECT MANAGER AND REPRESENTATIVE FOR CITY NAME T,i-. Rnb~T~r ,7. BrenDeD , P.O. BOX 10250 PALO ALTO, CA 94303 Telephone "~ ~ 9 - ~ CONTRACTOR soc,AL SEOUR,TY--2- 9 q 9OR I.R.S. NUMBER INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELO~ CITY DEPARTMENT [--I Funds Have Been [ R~$’.< MANAGERBudgeted (2) IF OVER $5,000. REQUIRES CITY MANAGER’S SIGNATURE CITY OF PALO ALTO ! FINANCE I PURCHASING & CONTRACT ADMP~ISTRATI0N(3) IF OVER S25,000, REQUIRES MAYOR AND CITY ATTORN_Y SIGNATURES ATTEST:APPROVED AS TO FOR,V, ATTACH~IENT C SCOPE OF SERVICES CALZADA, CATES AND PATTERSON i. Contractor agrees to conduct personnel background investigati6ns of potential emp!oyees 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 persona!, 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 fina! 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 the Palo Alto Police Department Personnel 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 wil! 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 Pa!o Alto Police Department must be obtained by the Contractor 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 must be 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 Contractor’s negligent acts, errors, omissions, willfu! misconduct, or conduct for which the law imposes strict liability on Contractor in the performance or nonperformance of this agreement. N~ ilqsured and Mailing Aadress (t,~.. -;W~D~--NISE CA_TF~S & RAY PAT~E~ ; DBA CALZADA, CAT-mS & PATT~ ATTAC~ENT 152 ANZA STRE~-T EREMC~’T, CA 94539 Poli<{y Period: -- :From !-2-96 To !-2-9,7 at 12:01 A.M. Standard Time at your mailing address shown above. IN RE’TURN FOR THE PAYMENT OF THE P~MIUM, AND SU~J£CT TO ALL THE $EP-,~,IS OF THIS FOLICY. INSUP, ANCE AS STARED IN THIS POUCY, UMITS OF INSURANCE General Aggregate Limit (Other Than Products - Complet-~l Operation.s) Products - Completed Operations Aggregate Lim~ Personal and Advertising Injury Lim?~ Liquor Liability General Aggregate LimR Each Occurrence Lim?~ Fire Damage Limit Medical Expense Lim~ $ 3,000,000’.00SEE ~1r2~2. #CT.124 (6/89) ’i,000,000£00 50,000._00 Any One Fire .~.00 Aay One Person RETROACTIVE DATE (CG O0 02 only) Coverage A of this Insurance does not apply to "bodily injury’ or "property damage" which occurs before the Retroactive Da~., if any, shown here: NCkN’S DESCRIPTION OF BUSINESS AND LOCATION OF PREMISES Form of Business: [~ individual [] Joint Venture ~ Partnership ~ Organization (Other than Partnership or JointVe~ure) Busi,ness Description*: DE-’2E, C~ZVE OP, INV",~’TZC.-~TIVE Location of All Premises You Own, Rent or Occupy:SEE SCHEDULE OF LOCATIONS (GLS-2) PREMIUM Rare Advance Premium Classfficat.ion Code No. Premium Basis Pr/Co. All Other Pr/Co. All Other $ SEE GENERAL LIABIUTY SCHEDULE (GLS-1) Total Advance Premium $ 2826.O0 2rid AnnNersapPremium shown is payable*: $at inception; $lstAnniversary; $ FORMS AND ENDORSEMENTS Forms and Endorsements applying to th;s Coverage Pa,~ and made ~his pohty CountersignS:"R~ HILL, h~"By JI~D...~ .. ,’~/B~T" . :%..~...~}~--~’... For~4 ~ ~o~men~ ~plicabb ~ this ~era$a P~ omitted il s~wn ehe~here in~e~i~,~. Includes copyrighted material ol Im.~r~nee Se~ice~ O,fff~, Inc. wRh i~ permi~ien. C~pyrig~, Ir~,.--urahc.e Service~ Office, Inc., 1982. JDL 19d(2) X-O (Ed. 2-94) TOTAL P.81 ATTACHMENT E COMPENSATION RATES: For July I, 1996 to June 30, 1997 Base Fees CALZADA, CATES AND PATTERSON P.O.S.T. Standard Investigations: Peace Officer Pre-emmloyment Backqround $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-Up 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 ,of inquiry 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 of destination. $27.00 per hour for travel time to/from point of destination (based on standard mileage divided by 55 mph or actual flying time plush30 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 (cQnt’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). $250.00 per day in designated metropolitan areas ~Boston, Dallas, NewYork City and Washington D.C. metropolitan areas). Destinations outside the 48 contiguous States will be individually negotiated. Additional Costs: $75.00 will be paid for each candidate’s failure to appear for his/her pre-scheduled Initial interview appointment.