City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2026-00133 1/13/2026
Contract: Fire Prevention Billing Services [Two-Thirds Vote Required] File ID: 2026-00133
Location: Citywide
Recommendation: Pass a Motion by two thirds vote per City Code Section 3.56.230(E) authorizing the City Manager or designee to 1) suspend competitive bidding, in the best interest of the City; 2) awarding a contract to Fire Recovery USA, LLC with an initial term of three (3) years expiring December 31, 2028, for Fire Prevention Billing Services for a total amount not-to-exceed amount of $500,000; and 3) authorizing the City Manager or designee to execute the specified above and any and all extension(s).
Contact: Jason Lee, Fire Marshal, (916) 808-1620, [email protected], Fire Department Presenter: None
Attachments:
1-Description/Analysis
2-Fire Recovery USA, LLC Contract
Description/Analysis
Issue Detail: The Sacramento Fire Department (SFD) has an ongoing requirement for fire prevention billing services to recover costs associated with the implementation of the City’s Fire Prevention Inspection program. This program inspects thousands of buildings and businesses that are required to undergo fire inspections in accordance with the California Fire Code, California Building Code, and local ordinances. These inspections generate numerous invoices for the required cost recovery.
Historically the City’s Revenue Division has assisted SFD with billing; however, the department recently implemented a new department-wide fire response management system, ImageTrend, and the Revenue Division’s system is not compatible. Due to the compatibility challenges the SFD conducted a competitive bidding process for services.
In January 2025, SFD issued a Request for Proposal (RFP) for fire prevention billing services under RFP No. P25121121001. The RFP was posted for three weeks on the City’s Planet bid solicitation website. SFD did not receive any proposals. Given the lack of response to the RFP, the SFD
File ID: 2026-00133 1/13/2026
recommends suspending competitive bidding in the best interest of the City to move forward with cost recovery billing for fire prevention services. Staff researched companies compatible with ImageTrend that could provide the necessary billing services. As a result, staff recommend engaging Fire Recovery USA, LLC, as they have demonstrated the capability and capacity to meet the department’s needs.
The delay in the RFP closing in January 2025 and the SFD bringing this recommendation to Council reflects staffing challenges couple with the time required to research compatible companies with appropriate professional capacity. In addition, staff spent time negotiating with an alternate vendor who became unresponsive. Staff has since worked diligently with Fire Recovery USA, LLC and the City Attorney’s Office develop a contract for Council consideration.
Policy Considerations: This recommendation is consistent with City requirements for competitive bidding as detailed in the Sacramento City Code 3.56, including suspending competitive bidding in the best interest of the City for using the RFP Process for procurement of non-professional services.
Per City of Sacramento Charter 3.56.090, all contracts for supplies or nonprofessional services involving an expenditure of $250,000 or more shall be awarded by the City Council. Such contracts shall be formal written agreements executed by the city manager on behalf of the city. The signature by the city manager constitutes his or her certification that there remain unexpended and unapplied balances of the appropriations or funds applicable to the contract sufficient to pay the estimated expense of executing the contract.
Economic Impacts: Not applicable.
Environmental Considerations: This report concerns administrative activities that will not have a significant effect on the environment and does not constitute a “project” as defined by the California Environmental Quality Act (CEQA) [CEQA Guidelines Section 15061 (b) (3); 15378 (b) (2).
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The Fire Department has an ongoing requirement for fire prevention billing services to recover costs associated with the implementation of the City’s Fire Prevention Inspection program. This program inspects thousands of buildings and businesses that are required to undergo fire inspections in accordance with the California Fire Code, California Building Code, and local ordinances. These inspections generate numerous invoices for cost recovery purposes.
Financial Considerations: The annual cost of the contract is approximately $100,000. Sufficient
File ID: 2026-00133 1/13/2026
funding is available in the Fire Department’s Fiscal Year (FY) 2025/26 operating budget to make purchases through June 30, 2026.
Purchases made on the contract after June 30,2026, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): The minimum LBE participation requirement is waived as the city has suspended competitive bidding and utilized an alternate procurement method to select a vendor (s). Fire Recovery USA, LLC is not an LBE.
The delay in the RFP closing in January 2025 and the FD going to council now was for several reasons. First, the FD fiscal unit was short staffed for six months at the beginning of 2025 and did not have enough staff to facilitate contract negotiations with potential contractors. Secondly, once staff had the bandwidth to research companies who would be able to provide billing services compatible with ImageTrend platform and provide the necessary services for Fire Prevention billing there was a company identified, Wittman Enterprises. Unfortunately, during contract discussions, they became unresponsive after multiple follow-ups by email and phone calls. Staff then identified Fire Recovery USA, LLC as a company that demonstrated the capability and capacity to meet the department’s needs. Staff worked with Fire Recovery USA, LLC and the City Attorney’s Office to get an approved to form contract to seek Council approval.
Approve to Form By:____________________________________Gary P. Lindsey, Senior Deputy City Attorney Attest by:___________________________________City ClerkLeyne MilsteinAssistant City Manager
City of Sacramento Fire Department's Fire Prevention FeesFire Prevention Fees: Effective July 1, 2025Permit Fee DescriptionAerosol Products (>500 LBS)$601 Amusement Buildings$1,465 Apartment 3-15 Units $108 Apartment 16-30 Units$481 Apartment 31-60 Units$625 Apartment 61-100 Units$769 Apartment 101-150 Units$908 Apartment151-200 Units$1,057 Apartment 201-250 Units$1,201 Apartment 251-300 Units$1,345 Apartment 301-350 Units$1,345 Apartment 351-400 Units$1,489 Apartment 401-450 Units$1,633 Apartment 451-500 Units$1,777 Apartment 501+ Units$1,921 Arson - Background Check$48 Arson - Report Copies$119 Artists Live and Work$601 Aviation Facilities$1,465 Candles/open flames$457 Cannabis Grow Facility or Dispensary$817 Carnivals/Fairs$673 Cellulose Nitrate Film$601 Combustible Storage$889 Compressed Gases$601 Consultation Fee$288 Copy of Reports (Each Document)$108 Cryogens$601 Daycare (9-14) Occupants$601 Daycare (15-49) Occupants$745 Daycare (50-99) Occupants$745 Daycare (Commercial 100+) Occupants$745 Dry Cleaning Plant$745 Dust Producing Oper/storage$745 Exhibit/Trade Shows$1,177 Explosive Blasting Agent Storage$889 Failure to Prepare/Cancel$601 Flammable/Combustible Liquids$601 Page 1 of 3 Floor Finish$601 Fruit Ripening$601 Garage Repairs/Motor Vehicle Fuel$745 Hazardous Materials$889 Hazardous Production Facilities$1,393 Heliport/Helistop$457 Helistop (Special Event)$601 High Piled Storage$745 Hot Food Vendor- Annual$529 Hot Works/ Cutting and Welding$601 Hotel/Motel (3-8 Rooms)$601 Hotel/Motel (9-16 Rooms)$745 Hotel/Motel (17-30 Rooms)$889 Hotel/Motel (31-60 Rooms)$1,033 Hotel/Motel (61-90 Rooms)$1,249 Hotel/Motel (91-120 Rooms)$1,393 Hotel/Motel (120+ Rooms)$1,537 Hourly Inspection Fee$288 Inspection- After Hours (Special Event Inspections)$432 Institution (14 or Less) Occupants$922 Institution (15-49) Occupants$1,570 Institution (50-199) Occupants$2,218 Institution (200+) Occupants$2,794 Knox Box Servicing$144 Late Payment Fee$107 Liquid Petroleum Gas (LPG)$601 Lumber Yard/Woodwork$1,105 Magnesium$601 Malls$2,113 Marinas$745 Multi Story Bldg (75 FT +) per square foot$0.004 Notice and Order to Abate$4,691 Notice and Order to Abate - Appeal$2,884 Open Burning$385 Organic Coating Application$601 Ovens (Industrial Baking/Drying)$601 Places of Assembly (A-1)$1,465 Places of Assembly (A-2 & A-3) 100+$739 Places of Assembly (A-2 & A-3) 50-99$667 Places of Assembly (A-4 & A-5)$7,045 Pyrotechnics and Special Effects$529 Pyrotechnics Public Display$529 Radioactive Materials$809 Refrigeration Equipment$601 Page 2 of 3 Re-Issuance of Annual Permit$65 Residential Care Facility (<25) Occupants$288 Residential Care Facility (25+) Occupants$288 Special Event Planning $600 Schools$288 Spraying or Dipping$601 Technology Fee$0.11 Temporary Membrane Structures$385 Tire Storage (> 1000 Cubic FT)$817 Wood Products$817 * New fees are listed as N/A in the current fee column1 Fees will be adjusted annually, beginning July 1, 2026, and each July 1st thereafter, by the percentage change in the Consumer Price Index (CPI)Series Title: Urban Wage Earners and Clerical Workers, not seasonally adjusted, as published by the U.S. Department of Labor, Bureau of Labor Statistics for the twelve (12) month period ending December 31 of the preceding year.
Adopted by City Countil May 20, 2025Resolution 2025-0139