v
TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Robert Sapien, Jr.
SUBJECT: See Below DATE: November 24, 2025
Approved
Date:
12/3/25
COUNCIL DISTRICT: Citywide
SUBJECT: Report on the Request for Proposal for the Fire Department’s Background Investigations Consultant Services
RECOMMENDATION
(a) Accept the report on the Request for Proposal for the Fire Department’s Background Investigations Consultant Services.
(b) Adopt a resolution authorizing the City Manager, or her designee, to:
(1) Negotiate and execute an agreement with DR Associates International to provide background investigations for an initial five-year term beginning February 10, 2026, through February 9, 2031, for a maximum compensation not-to-exceed $630,000 for the initial term, subject to the appropriation of funds;
(2) Negotiate and execute amendments as required to add, delete, or modify services to address seasonal variations, budgetary constraints, or unanticipated changes in demand, subject to the appropriation of funds; and
(3) Exercise up to five one-year options to extend the term of the agreement through January 1, 2036, subject to the appropriation of funds.
SUMMARY AND OUTCOME
Approval of this recommendation will provide the continuity of the required background investigations consultant services for the Fire Department (Department). This critical service is a component of the hiring process and ensures candidates are trustworthy, reliable, and qualified to serve in a public safety role. Background investigations verify a COUNCIL AGENDA: 12/16/25
FILE: 25-1312
ITEM: 2.14
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on the Request for Proposal for the Fire Department’s Background Investigations Consultant Services
candidate’s personal, professional, and criminal history to assess their suitability and to ensure those who are selected to move forward in the hiring process are competent to uphold public trust and handle high-pressure situations.
BACKGROUND
The Department’s Bureau of Administrative Services – Human Resources and Internal Affairs Unit is responsible for the management of consultant services necessary to conduct pre-employment background investigations for public safety positions. In coordination with the Department, the consultant services assist in developing background investigation processes, completing administrative tasks, candidate orientations, hosting personal interviews, completing background investigations, and providing reports.
The last Request for Proposal (RFP) for Background Investigations consultant services was conducted in 2020. DR Associates International was awarded a three-year contract with two one-year options to extend.
In October 2025, the City issued an RFP for Background Investigations consultant services for the Department, the results of which are detailed in the analysis section below.
ANALYSIS
On October 2, 2025, the City released a new RFP for Background Investigations consultant services through the City’s e-procurement system (Biddingo). The RFP was downloaded by 21 unique companies, and ultimately, the City received seven proposals. The RFP closed on October 24, 2025.
Evaluation Process
The proposals were evaluated and scored independently by a three-member evaluation team consisting of Department subject-matter experts. Oral interviews were determined to be unnecessary based upon scoring review and time and cost considerations. The evaluation scores are summarized in Table 1 below:
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on the Request for Proposal for the Fire Department’s Background Investigations Consultant Services
Table 1: Fire Department RFP Evaluation Scores and Summarized Results Evaluation
Criteria
Maximum
Percentage
The
Palicon
Group
The
Gumshoe
Group
DR
Associates
International
Blue Cove
Investigations
The
Investigative
Group
TruView
BSI
Kentech
Consulting
Proposal
Responsiveness Pass/Fail Pass Pass Pass Pass Pass Pass Pass General
Requirements 10% 8% 8%
10% 6% 5% 8% 9%
Experience and
Qualifications 30% 18% 22%
30% 6% 14% 22% 20%
Project Approach 20% 13% 15% 20% 13% 8% 19% 17%
Technical
Capabilities 15% 18% 22%
14% 9% 5% 13% 11%
Cost Proposal 15% 2% 1% 15% 7% 1% 6% 10%
Local Business
Enterprise 5% 0% 2%
0% 0% 0% 0% 0%
Small Business
Enterprise 5% 0% 2%
0% 0% 0% 2% 0%
Total 100% 59% 71% 89% 41% 33% 69% 67%
Protest
The RFP process included a ten-day protest period that commenced when the City issued the Notice of Intended Award on November 14, 2025. No protests were received.
Award Recommendation
The evaluation panel used the criteria established within the RFP. Upon conclusion of the review process, the panel recommended to award DR Associates International.
EVALUATION AND FOLLOW-UP
No additional follow-up needs to be provided on this item, and no additional evaluation will be conducted.
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on the Request for Proposal for the Fire Department’s Background Investigations Consultant Services
COST SUMMARY/IMPLICATIONS
1. AMOUNT RECOMMENDATION (Five-Year Initial Term): $630,000
2. SOURCE OF FUNDING: General Fund
3. FISCAL IMPACT: Funding for background investigations consultant services in the amount of $57,000 is included within the Department’s 2025-2026 Adopted Operating Budget. Any adjustments to the funding will be requested through future budget actions.
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum and remaining project costs, including project delivery, construction, and contingency costs.
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2025-2026
Adopted
Operating
Budget Page
Last Budget
Action (Date,
Ord. No.)
001 0542 Fire
Department’s
Non-Personal/
Equipment
$14,591,924 $630,000 571 10/21/2025
31252
COORDINATION
This memorandum has been coordinated with the City Attorney's Office and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the December 16, 2025 City Council meeting.
HONORABLE MAYOR AND CITY COUNCIL
November 24, 2025
Subject: Report on the Request for Proposal for the Fire Department’s Background Investigations Consultant Services
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
Robert Sapien, Jr.
Fire Chief, Fire Department
For questions, please contact Athena Trede, Deputy Director, Fire Department, at [email protected]
or (408) 794-6953.