3;kc,25,Eggolk
Agenda Item No: 1.j
PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: July 21, 2026
Submitted by: Teri Knutson
From: Police Department
Subject:
REJECT PROPOSAL FOR POLICE DEPARTMENT FIRING RANGE TRAINING AND
QUALIFICATION SERVICES AND AUTHORIZE REISSUANCE OF REQUEST FOR
PROPOSALS
Financial Impact:
None.
Summary:
The City of Placentia recently completed construction of its own firing range, a four -lane, 1,900 square foot facility. The City determined that it was more cost and time effective for its police officers to utilize an on-site facility versus the historical means of obtaining firearms training and qualification activities off-site. The Police Department released a Request for Proposals for Firearms Training and Qualification Services (Rangemaster) on April 9, 2026, with Proposals due on May 14, 2026. One firm responded, however, the content of the Proposal was found to be incomplete; therefore, staff will be reissuing the Request for Proposals for Firearms Training and Qualification Services for the Placentia Police Department.
Recommended Action:
It is recommended that the City Council:
1. Reject the one Proposal received in response to the Police Department's Request for Proposals; and
2. Authorize the reissuance of the Request for Proposals for Firearms Training and Qualification Services for the Placentia Police Department.
Strategic Plan Statement:
By awarding this contract, this agenda item continues to meet Strategic Plan Goal No. 2, Public Safety to provide a safe, family -friendly environment through proactive policing, efficient fire and emergency medical services, disaster preparedness, and strong community partnerships that protect residents, businesses and visitors.
Discussion:
The Placentia Police Department released a Request for Proposals (RFP) to provide industry - standard Firearms Training and Qualification Services. Placentia's Purchasing Policy requires that contracts exceeding $40,000 be formally bid and submitted to the City Council for approval. As the proposed term is five years, in the aggregate, the amount awarded to the 1 Contractor will exceed that $40,000 amount.
One firm responded to the Police Department's Request for Proposals and, while the pricing structure was found satisfactory, other aspects of the Proposal were incomplete towards the specific instructions of the RFP.
Financial Summary:
There is no financial impact from this agenda item.
Attachments
RFP - Placentia PD Firearms Training and Qualifications April 2026.docx 2 CITY OF PLACENTIA NOTICE INVITING PROPOSALS
for
FIREARMS TRAINING AND QUALIFICATION SERVICES FOR THE
PLACENTIA POLICE DEPARTMENT
NOTICE IS HEREBY GIVEN that the City of Placentia is requesting Proposals from companies that are interested in providing Firearms Training and Qualification services as requested by the Placentia Police Department. Your response to this Request for Proposals must be received prior to the closing date and time of 3:00 P.M., local time, Thursday, May 14, 2026.
DESCRIPTION OF WORK: The purpose of this correspondence is to invite your company to submit a proposal to the City of Placentia to restructure its current firearms training and qualification program, specifically elevating the existing system of eight (8) annual basic qualifications, to a more industry -standard protocol for agencies the same size and scope as the Placentia Police Department.
Responses to this Request for Proposals will be evaluated on the basis of various factors including, but not limited to: demonstrated and successful completion of services of similar scope and size; other cities' and clients' evaluations of the proposer's prior or current services and any actions taken by such cities or clients regarding the proposer; and degree to which the proposer's response ascertains and addresses the City's needs and priorities. The City expects to execute an Agreement for a five-year term, with work commencing on July 1, 2026. The sample Professional Services Agreement is included in this RFP.
OBTAINING RFP DOCUMENTS: All aspects of this RFP will be managed on the City of Placentia's PlanetBids portal. The City uses PlanetBids as its centralized online bidding system for the procurement of goods, equipment and services. Interested proposers are encouraged to register via the City's website link under Bids & RFPs at www.placentia.orq . Proposals must be submitted electronically only via the City's PlanetBids portal.
All proposals must be submitted via PlanetBids by 3:00 p.m. on Thursday, May 14, 2026. Late proposals or proposals submitted via paper copy, fax, email, or hand delivered, will not be accepted for any reason.
QUESTIONS, ANSWERS AND ADDENDA TO THE RFP: Prior to the RFP submission deadline, questions may arise regarding the specifications or administrative matters. Any questions related to the proposal process must be posed through the PlanetBids portal under this specific RFP. Questions and responses will be posted to ensure all prospective proposers are provided the information. All questions must be submitted no later than Thursday, April 23, 2026, and the City will endeavor to respond to questions as they are posted. It is the responsibility of each proposer to maintain their PlanetBids profile and check the City's website for all addenda and updates. Once the proposals are received, all correspondence will be sent via email and only to the authorized person on the Proposal Letter. The City is not responsible for emails that are sent to spam files and not received in a timely manner.
EVALUATION OF PROPOSALS AND AWARD OF CONTRACT: This solicitation has been developed in the Request for Proposal (RFP) format. Accordingly, Proposers should take note that multiple factors will be considered by the City in selecting the most qualified firm and awarding of the Contract. The City of Placentia reserves the right to reject any or all proposals, to waive any informal or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received. The Proposer shall guarantee that all contents of their proposal shall be valid for a period of 90 calendar days from the due date of proposals. 3 TO: ALL PROSPECTIVE OFFERORS
DATE: APRIL 9, 2026
SUBJECT: REQUEST FOR PROPOSALS TO DESIGN AND IMPLEMENT A FIREARMS
TRAINING AND QUALIFICATION PROGRAM AS REQUESTED BY THE
PLACENTIA POLICE DEPARTMENT
PURPOSE:
The City of Placentia ("City") is requesting Proposals from qualified firms to create and implement a comprehensive Firearms Training and Qualification Program for the Placentia Police Department. These services include but are not limited to restructuring the existing firearms training and qualification program, thereby designing and implementing a new comprehensive program that better ensures Placentia sworn employees have the background and knowledge of industry standards for these critical skills. The City recently completed construction of its own firing range, a 1,900 square foot facility with four (4) lanes. The Placentia Police Department has 53 sworn employees.
The Placentia City Council will be asked to approve a five-year Agreement for these services, expected to begin July 1, 2026.
SCOPE OF WORK:
Currently, the Placentia Police Department's system is to provide up to eight (8) annual basic qualifications. The Police Department is seeking a company to design and implement an industry - standard firearms training and qualification program that will ensure superior tactical readiness and officer confidence through expert, real-world mentorship. This includes proactive identification and remediation of shooting deficiencies by analysts' expert in their respective field.
Proposer shall identify the cost and approach towards achieving a cost-effective model for delivering these overall services. For example, one common approach among police agencies is that the City pays a one-time cost to allow the selected Contractor to develop Protocols, which would include full custom program creation, manuals, courses, forms, and instructor materials. This is followed by subsequent a recommended number of live -fire qualification shooting days which includes, but is not limited to: live instruction, training materials, record- keeping, problem -shooter diagnostics, on -the -spot corrections and post -session reports.
Proposer is asked to articulate using its expertise so that the City fully understands the methodologies recommended. This should include the number and hours to be conducted for range days.
Proposer shall identify what expenses it considers "all inclusive" and what expenses and services the Placentia Police Department will be asked to obtain and cover costs for these expenses. For example, but not limited to, ammunition and targets. Proposer shall also identify tasks the Placentia Police Department will be responsible for arranging and/or paying.
The City of Placentia typically pays its contractors within 45 days of invoice. 4 The Placentia Police Department intends to request that its City Council approve a five-year contract for these services. Therefore, Proposers shall identify any cost increases it seeks, over the five-year period, so that this topic can be addressed in the Professional Services Agreement ultimately executed. The Police Department also intends to secure third party firing range maintenance, cleaning and hazardous waste disposal, under a separate vendor solicitation.
EVALUATION OF QUALIFICATIONS AND INFORMATION:
Responses to the Request for Proposals will be evaluated on the basis of various factors, including, but not limited to, the following:
1. Relevant experience and qualifications of firm, and designated project management staff, other key personnel and sub -consultants, if any;
2. Methodology/Project Approach;
3. Proposal Pricing; and,
4. Responsiveness to the Request for Proposals
EXAMINATION AND INTERPRETATION OF RFP/QUESTIONS:
Each Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the proposal period, and for informing itself with respect to any and all conditions, which may in any way affect the amount or nature of the proposal/response, or the performance of the services in the event the proposer is selected and an agreement between the City and the proposer is entered into.
It is the responsibility of each Proposer to inquire to the City, prior to submission of its proposal, regarding any aspect of this RFP with respect to which the proposer needs clarification or interpretation. Any inquiries must be done via the PlanetBids portal. Responses to inquiries, if they change or clarify the RFP in a material manner, will be forwarded by written addenda to all parties via the PlanetBids portal. The City shall not be bound by, and each Proposer shall not rely on, any oral interpretation or clarification of the RFP.
SUBMISSION GUIDELINES/REQUIREMENTS:
Respondents to this RFP should, at a minimum, provide the information requested below.
Interested companies are encouraged to provide additional information not specifically identified below that would help to demonstrate their firm's qualifications to provide firearms training services for the Placentia Police Department. Proposers should not assume their past or current experience with the City demonstrates knowledge of the City's current needs or that the City representatives that will review the responses possess knowledge of this experience. The evaluation of each response will be based upon the evaluation criteria applied to the proposals submitted.
All responses shall be prepared by and at the expense of the Proposer.
Each response shall be executed by proposer or its authorized officer(s).
Each response shall be formatted to provide the following information in sequence:
5 A. Organizational Information
A.1 Provide your firm's legal / official name and any DBA's used by your firm.
A.2 Provide your firm's organizational structure (e.g. corporation, partnership, limited liability company, etc.), jurisdiction in which your firm is organized, and the date of such organization.
A.3 Provide your firm's Federal Tax Identification Number.
A.4 Provide the name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the City with regard to the RFP response, with authorization to make representations on behalf of and to bind your firm; A.5 Provide applicable signature documentation pursuant to your firm's organizational structure verifying the authority of the person signing the RFP response to commit to its proposal on behalf of your firm.
A.6 Provide a statement that your firm accepts all conditions and requirements contained in this RFP, or a description of any exceptions thereto.
B. Successful Completion of Similar Service Arrangements B.1 Identify the years of experience that you or your firm has provided Firearms Training and Qualification services to public safety departments.
B.2 List any contracts your firm currently has/had in the recent past (last 5 years), similar to the Placentia Police Department's requirements. Give the name and phone number of a contact person for each reference.
D.3 State any complaints your firm has received within the past two years, if any.
PUBLIC RECORDS ACT:
Responses to this RFP become the exclusive property of the CITY and may be subject to the California Public Records Act. Those elements, if any, in each proposal which are trade secrets as that term is defined in California Civil Code § 3426.1(d) or otherwise exempt by law from disclosure and which are prominently marked as "TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY" may not be subject to disclosure. The CITY shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed to be required by law or by an order of a Court of competent jurisdiction.
Proposers that indiscriminately identify all or most of their proposal as exempt from disclosure without justification may be deemed non-responsive.
In the event the City is required to defend an action on a Public Records Act request for any of the contents of a proposal marked "confidential", "proprietary", or "trade secret", the proposer agrees, upon submission of its proposal for City's consideration, to defend and indemnify the City from all costs and expenses, including attorneys' fees, in any action or for any liability arising under the Public Records Act.
ADDITIONAL INFORMATION:
6 The City reserves the right to investigate the qualifications of all firms under consideration and to confirm any party of the information furnished by a proposer, or to require other evidence of managerial, financial or other capabilities which are considered necessary for successful performance of the agreement. Additional information may be sought from respondents to this RFP process if, in the opinion of the City's evaluation team, such information is necessary in order to complete the evaluation process. During its evaluation process, the City reserves the right to collect and utilize information through its own efforts related to the qualifications of respondents to this Request for Proposals.
Attached is the sample Professional Services Agreement that ultimately will be executed between the City of Placentia and successful firm. Please identify any exceptions to elements of the standard Professional Services Agreement, in your Proposal. 7