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HomeMy WebLinkAboutItem 11q - Background Investigation Services DATE: June 16, 2020 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Sr. Management Analyst SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ROBERT J. GUERRERO FOR BACKGROUND INVESTIGATION SERVICES IN THE AMOUNT OF $25,000 Recommendation: Approve SUMMARY The City has a Professional Services Agreement (“Agreement”) with Robert J. Guerrero (“Guerrero”) for background investigation services, and the current Agreement expires on June 30, 2020. It is recommended that the City Council approve, authorize and direct the City Manager to execute an amendment to the Professional Services Agreement with Guerrero from July 1, 2020 through June 30, 2021, in the amount of $25,000. BACKGROUND Since 2010, the Arcadia Police Department (the “Department”) has been using Robert J. Guerrero’s investigative services for new hire background investigations. In 2017, the Department established a new Professional Services Agreement for three years, with the option to renew for three additional one-year periods. Fiscal Year 2020-21 will constitute the first extension. This contract started with a budget of $15,000 (based on 15 background investigations at approximately $1,000 each), however, the Department’s background investigation needs have increased and now a larger budget is required. Although background investigations are only conducted on promising candidates who have communicated intent toward a new opportunity with the City, at times the candidate does not work out for a variety of personal reasons, or due to information discovered during the investigative process. This causes the Department to seek out other candidates and incur additional background costs. In addition, the Department has experienced an increase in employee turnover this past year. Most recently, turnover Professional Services Agreement Amendment for Background Investigation Services June 16, 2020 Page 2 of 2 has resulted from staff members moving on to other job opportunities, which have included local and out-of-state positions. DISCUSSION The Agreement with Guerrero currently involves an open purchase order not to exceed $15,000. However, for FY 2020-21, the Department projects a need for 25 background investigations to assist with filling current vacancies (sworn and civilian), as well as normal staff attrition. Currently, the Department has three Police Officer vacancies in Patrol, two Police Officer vacancies in Traffic, two vacancies in Records, and two vacancies in Dispatch. Background investigations are also performed on part-time staff such as Cadets, which is a group that is currently down four positions. Thus, to extend services for FY 2020-21, the total cost of the contract shall not exceed $25,000 (based on 25 background investigations at approximately $1,000 each). The cost per investigation has remained constant over the past three years, and Guerrero indicated that this price will remain the same for FY 2020-21. Guerrero will continue to provide reliable background investigations services, including but not limited to in-depth interviews with candidates, reference checks, home visits and neighborhood checks, verifying qualifications, law enforcement records checks, and continuous communication with the Department throughout the investigative process. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The amendment to the Agreement will cost the City $25,000 for FY 2020-21. This amount has been budgeted in the City’s FY 2020-21 Operating Budget. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Robert J. Guerrero for background investigation services in the amount of $25,000. Professional Services Agreement Amendment for Background Investigation Services June 16, 2020 Page 2 of 2 Attachment: Proposed Amendment No. 1 to Professional Services Agreement 1 AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT FOR BACKGROUND INVESTIGATION SERVICES WITH ROBERT J. GUERRERO This Amendment No. 1 (“Amendment No. 1”) is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and Robert J. Guerrero, a Sole Proprietorship, with respect to that certain Professional Services Agreement between the Parties dated August 23, 2017 (the “Agreement”). The Parties agree as follows: 1. Section 3.1.2 of the Agreement, the Term is amended by extending the term from July 1, 2020 through June 30, 2021 (the “Extended Term”). 2. Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term as referenced in the attached Exhibit “C”. 3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below. CITY OF ARCADIA ROBERT J. GUERRERO ____________________________ ________________________________ Dominic Lazzaretto Robert J. Guerrero City Manager Owner Date: _______________________ Date: ___________________________ ATTEST: ____________________________ City Clerk APPROVED AS TO FORM: CONCUR ____________________________ ________________________________ Stephen P. Deitsch Robert Guthrie City Attorney Chief of Police 2 Exhibit "C" COMPENSATION The Agreement is amended to provide that the total compensation for the Extended Term from July 1, 2020, through June 30, 2021, shall not exceed twenty-five thousand dollars and zero cents ($25,000.00). The cost will remain $950.00 per investigation and Guerrero will charge for any additional costs incurred, as explained in the attached memo dated February 21, 2020. 7830 GOLDEN STAR AVE., RIVERSIDE, CA 92506 CELL 951 645-0626 (FAX) 951 789-6707 EMAIL: RGUERRERO45@ATT.NET Guerrero Investigations 2/21/2020 Memorandum To: Ms. Jennifer Brutus From: Inv. RJ Guerrero CC: Sgt. Dan Crowther CC: Officer Phil Pierce As per your request, my charges next year per file will be $950.00 per file. In addition, I will charge for any expenses incumbered during the investigation. My expenses include mileage at the going government rate, telephone and fax’s, parking and postage when appropriate. Any questions or concerns, please don’t hesitate to call me. Robert J. Guerrero