City of Cotati
Sonoma County, California CITY of COTATI
SOLE SOURCE JUSTIFICATION
Independent Investigative Consultants, LLC - Continuing Investigative Services Department: Administrative Services / Police Department Vendor: Independent Investigative Consultants, LLC
Contract/Services: Continuing Administrative, Personnel, Internal, and Other Investigative Services
Annual Cost: Not To Exceed $40,000
Fiscal Year: 2026/27
PURPOSE
The City of Cotati is requesting approval to establish a continuing services agreement with Independent Investigative Consultants, LLC (IIC-LLC) to provide investigative services to the Cotati Police Department on an as-needed basis.
The Police Department periodically requires specialized investigative services, including administrative, personnel, and internal investigations. The proposed agreement would provide the City with an established investigative resource that can be utilized when these services are needed.
SOLE SOURCE POLICY CRITERIA
The City's Financial Policies provide an exemption from competitive bidding for sole source purchases when services can only be obtained from one vendor or when a service involves a complex or unique function. The City's Financial Policies also recognize that the City's need for consultant services will vary from situation to situation and provide flexibility in determining the appropriate evaluation and selection process. Consultant proposals may be evaluated based on the overall best value to the City, including demonstrated competence, professional qualifications, experience providing similar services, methodology, references, and proposed compensation.
The proposed use of IIC-LLC as a sole source is based on the specialized nature of investigative services, the firm's demonstrated qualifications and experience, and the City's prior experience using IIC-LLC for investigative services.
SOLE SOURCE JUSTIFICATION
IIC-LLC specializes in administrative, personnel, and internal investigations for law firms and government agencies. Since 2011, the firm has provided administrative investigative services with an emphasis on obtaining a complete and accurate understanding of the facts while maintaining transparency and accountability.
201 W. Sierra Ave, Cotati, CA 94931 | (707) 792-4600 | www.cotaticity.gov | @cityofcotati Sole Source Justification - Independent Investigative Consultants, LLC September 2, 2026
IIC-LLC investigators have more than 130 years of combined investigative experience covering administrative, criminal, civil, personnel, and background investigations. IIC-LLC is also an approved investigative agency for the Employment Risk Management Authority (ERMA), which also provides employment practices liability coverage for the City (through CIRA).
The City has previously utilized IIC-LL for investigative services and has found the firm to be a qualified resource for the City's needs. This prior experience provides the City with knowledge of the firm's capabilities and performance and provides the investigators with knowledge of the policies, procedures, and ethos of the City.
Establishing a continuing services agreement will allow the Police Department to utilize IIC- LLC when specialized investigative services are needed without having to conduct separate procurement for each investigation.
COMPATIBILITY AND UNIQUE FUNCTION
The City's need for investigative services is specialized and may involve sensitive administrative, personnel, and internal matters. These investigations require an experienced and independent investigator who understands the unique requirements associated with conducting investigations for public agencies. IIC-LLC specializes in administrative, personnel, and internal investigations for government agencies and law firms. The firm's services include internal investigations as well as the review and analysis of policies and procedures.
The IIC-LL team includes Paul Henry, Jeff Weaver, Hank Schreeder, and Keith Hinton.
Collectively, the investigators have more than 130 years of investigative experience covering administrative, criminal, civil, personnel, and background investigations. This breadth of experience provides the firm with the ability to address the different types of investigative matters that may arise within the Police Department and the City.
IIC-LLC is also a local business with multiple investigators located in the area and available to respond to the City's needs. This has been particularly valuable when an investigation requires timely, in-person work such as interviews, meetings with Department staff, or other on-site investigative activities. The firm's local presence and multiple available investigators allow it to respond promptly and provide in-person services without the delays that may be associated with bringing investigators in from outside the area.
IIC-LLC is also an approved investigative agency for the Employment Risk Management Authority (ERMA), further demonstrating its experience in providing investigative services to public agencies and its familiarity with matters involving employment and administrative risk.
The City has previously utilized IIC-LLC for investigative services and has found the firm to be a qualified and effective resource. This prior experience provides the City with a demonstrated understanding of the firm's investigative approach, qualifications, and ability to provide the services required by the City.
Sole Source Justification - Independent Investigative Consultants, LLC September 2, 2026
Establishing a continuing services agreement with IIC-LL will provide the Police Department with access to a qualified investigative resource when specialized services are needed. This approach also provides consistency in the City's use of investigative services and avoids the need to establish a new procurement each time the City requires an investigation.
The recommendation is based on the overall value to the City, including IC-LL's specialized expertise, professional qualifications, experience with similar investigations, prior successful work for the City, and availability to provide services on an as-needed basis. Cost is not the sole criterion for this determination.
COST AND FINANCIAL CONSIDERATION
The proposed continuing services agreement with IIC-LLC is for an amount not to exceed $40,000. The services will be funded through existing Police Department appropriations. No additional budget appropriation or budget amendment is required. As such, the City will only incur costs for investigative services that are requested and performed under the agreement.
DETERMINATION
Based on the factors identified above, City staff have determined that Independent Investigative Consultants, LLC is the appropriate provider for the City's continuing investigative services based on the specialized nature of the services, the firm's qualifications and experience, and the City's prior successful use of the firm. Based on the City's Financial Policies and the information provided above, the proposed IIC-LL agreement should be treated as a sole source purchase because the services involve a specialized function and IIC-LL has demonstrated the qualifications, experience, and familiarity with the City's needs necessary to provide the services.
A competitive procurement process for these services is not recommended at this time because the City has previously utilized IIC-LL successfully and requires a qualified provider that can be available on an as-needed basis for specialized investigative matters.
The proposed sole source procurement is limited to continuing investigative services and remains subject to applicable City purchasing requirements, annual budget appropriations, and the terms of the IIC-LL agreement.
Quell Cort
Purchasing Department Head: Angela Courter
Director of Administrative Services
Purchasing Department Head: Chris Simmons
Chief of Police
Navia SMU
Approved By: Damien O'Bid
City Manager
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