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AGREEMENT FOR PROFESSIONAL SERVICES
Police and Fire Background Investigation Services
This Agreement is made on March 4, 2026, by and between, Sintra Group Professional Investigations, a California Corporation (“Contractor”) and the City of Santa Maria, a California Municipal Corporation and charter city (“City”), in Santa Maria, California, based on the following recitals:
WHEREAS, City desires to secure pre -employment background investigation services, and further to provide such services in acc ordance with POST Guidelines and California state law; and
WHEREAS, Contractor is willing to assist in the execution of such services, on an as needed basis, for the Santa Maria Pollice Department in consideration of receiving such fees as herein provided; and
WHEREAS, Contractor is specially trained, experienced, and competent to perform such services.
NOW, THEREFORE, IT IS AGREED:
1. Recitals true. The above recitals are true.
2. General.
2.1 Term and Termination. The term of this contract is three-years, beginning on the date first written above. This contract may be extended by mutual consent of the parties. This contract may be terminated for breach of its terms or conditions, or because of discovery of any act which violates local, state o r federal law. Termination is effective 14 days after deposit of notice as specified in this Agreement.
2.2 Services to be Performed. Contractor shall determine the method, details and means of providing Police and Fire pre-employment background investigation services. More specifically, Contractor agrees to perform the specific services listed in Exhibit “A.”
2.3 City’s Duties. City’s duties under this Agreement are to cooperate with Contractor in the performance of the contract and timely pay invoices.
2.4 Payment. Payment terms under this Agreement are listed in Exhibit “B.”
2.5 Insurance. Contractor shall provide insurance as listed in Exhibit “C.”
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2.6 Exhibits. Exhibits “A,” “B,” and “C” are attached and incorporated.
3. Contractor’s Obligations.
3.1 Minimum Amount of Service. Contractor shall devote sufficient time to perform services under this agreement efficiently and effectively. Contractor may represent, perform services for and be employed by additional individuals or entities, in Contractor’s sole discretion, as long as the performance of these extra-contractual services does not interfere with or present a conflict with City's business.
3.2 Tools and Equipment. Except as otherwise stated in this Agreement, Contractor will supply all tools and equipment necessary to perform this Agreement.
3.3 Status. Contractor (including its employees) is an independent contractor and all persons working for or under the direction of Contractor are its agents or employees and not agents or employees of the City . No employer/employee relationship exists between Contractor and the City.
Contractor's assigned personnel shall not be entitled to any benefits payable to employees of the City. The City is not required to make any deductions or withholdings from the compensation payable to Contractor under this agreement.
3.4 Indemnification. To the fullest extent permitted by law, the Consultant shall indemnify, defend (with independent counsel approved by the City) and hold harmless the City, and its directors, officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and a dministrative expenses, and defense costs, including but not limited to reasonable attorneys’ fees, court costs and costs of alternative dispute resolution) regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of the Consultant or the acts or omissions of an employee, agent or subcontractor of the Consultant. T he provisions of this paragraph survive completion of the services or the termination of this contract. The provisions of this Sec tion are not limited by the provisions of the Section relating to insurance.
Further, Contractor will defend and indemnify City, and hold it harmless, from any claim, demand or liability that is related to, or results from an assertion that as a result of providing services to City, an employee of Contractor or a person performing work pursuant to this Agreement is entitled to benefits from, or is covered by, the California Public Employee Retirement System.
4. Miscellaneous
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4.1 Notices. All communication relating to the day -to-day activities of this Agreement shall be exchanged between a designated representative of the CITY and a representative of CONTRACTOR, listed below. All notices shall be addressed as follows unless a written change is filed with th e City:
To City: To Contractor:
Attn: Chief Christopher Williams Attn: Charles
Hookstra
Santa Maria Police Department Sintra Group
1111 W. Betteravia Rd. 4864 Market St.
Santa Maria, CA 93455 Suite F
Ventura, CA 93003
If the designated Representative or address of either party changes during the term of this agreement, a written notice shall be given to the other party prior to the effective date of change. Any written notices required under this agreement shall be effective five (5) days after deposit into United States mail, postage prepaid, addressed to the designated Representative, or upon confirmation of receipt of delivery if another notification process is used.
4.2 Compliance With Laws, etc. Contractor shall comply with all laws, including but not limited to the rules and policies of the City, in performing this agreement.
4.3 Integration. This agreement constitutes the entire agreement of the parties with respect to the subject matter. All modifications, amendments, or waivers of the terms of this agreement must be in writing and signed by the appropriate representatives of the parties.
4.4 Interpretation. This agreement shall be interpreted in accordance with the laws of the State of California.
4.5 Jurisdiction. Jurisdiction and venue of all disputes over the terms of this agreement shall be in the County of Northern Santa Barbara, State of California.
4.6 Warranty of authority. Each person signing this agreement on behalf of a party warrants that he or she has authority to do so.
4.7 No Waiver. Failure to enforce with respect to a default shall not be construed as a waiver.
4.8 Severability. The provisions of this agreement are seve rable. If any part of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by mutual written consent of the parties.
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4.9 Submittals. In addition to any other submittals required by this agreement, Contractor shall submit copies of its current business license and current certificate of workers compensation coverage to the City before beginning work on this project.
4.10 Prevailing Wage. Prevailing Wage. If applicable, Consultant and all subconsultants are required to pay the general prevailing wage rates of per diem wages and overtime and holiday wages determined by the Director of the Department of Industrial Relations under Section 1720 et seq. o f the California Labor Code. The Director's determination is on file and open to inspection at www.dir.ca.gov and is referred to and made a part hereof; the wage rates therein ascertained, determined and specified are referred to and made a part hereof as though fully set forth herein.
IN WITNESS WHEREOF, this agreement is executed by the parties on the date first written above.
SINTRA GROUP
___________________________
Charles Hookstra
Chief Operating Officer
CITY OF SANTA MARIA, a Municipal
Corporation of the State of California
Christopher Williams
Chief of Police
ATTEST:
Donna G. Schwartz, CMC
Chief Deputy City Clerk
APPROVED AS TO FORM:
_______________________________
Risk Manager
_______________________________
City Attorney
EXHIBIT “A”
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SCOPE OF SERVICES
SINTRA’S IMPLEMENTATION OF THE SCOPE OF SERVICES
Sintra Group organizes our workload in a team approach. Cases are assigned based on current workload and the residence of the applicant; we try to use the investigators closest to the applicant to conduct any in-person contacts which need to be made. The investigators are given a due date for completion and a check list of requirements. (The sample checklist is attached see Tab G Attachment 4 for reference ). This ensures the background interviews and preliminary reports are completed within the prescribed timeline. When Sintra Group receives the names and contact information of the applicants an instructional email is sent to the applicant.
The applicant is provided with a Personal History Statement, (PHS), a notarized waiver form and a list of required documents; (this can also be done by Agency Staff). Within the following two days a Sintra Group investigator will schedule a meeting with the applicant to review the PHS and collect all the original documentation. In this recorded interview, the investigator reviews the original PHS line by line, ensuring that the applicant understands the questions and the answers provided are clear and complete.
This interview is also used to develop additional information that may not have been included in the PHS and to identify any potential discrepancies in the applicant's statements; often, the applicant is directed to provide a written statement of circumstances that might lead to further investigation or disqualification. All original documents are stamped and initialed, which verifies the original document was viewed by the investigator. Copies of these, (e.g., birth certificate, naturalization certificates, Social Security Card, driver's license, car insurance, military discharge, etc.) are scanned to minimize storage. The document copies are collated into a digital binder using virtual dividers to separate the information into required categories. If an issue of concern is discovered during the process the department is notified thus potentially saving the agency money if the background has to be terminated prior to completion. If the background is completed ahead of schedule it is transmitted to the department as soon as possible.
As part of the interview the applicant is required to sign a number of forms for Sintra Group mandated by the California Civil Code (ICRA) and Fair Credit Reporting Act (FCRA), informing them of our identity and the scope of the investigation. The applicant is photographed at this time; the Tab D - Scope of Services
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picture may be necessary for identification in future interviews. A description of the applicant's tattoos is taken, with photographs taken of these, if necessary, (either by the investigator or the applicant, depending on the nature and location of the images), especially if it appears the image(s) may conflict with Department policy or contain subject matter that may be gang related.
Sintra Group checks to ensure the high school from which the applicant graduated is an accredited school, pursuant to POST standards. If the school is not accredited and there is no college degree from an accredited college the Agency Representative will be immediately notified to determine if the applicant meets the minimum educational requirement. (If there is a post- secondary degree from an accredited college this high school verification will not be done, again per POST regulation).
Once the PHS interview is complete support personnel begin summarizing the PHS; conducting checks with courts in those cities and counties where the applicant has lived, worked or attended school looking for convictions, civil litigation or family law cases; conducting public records searches for other litigation, bankruptcies and/or civil liens on the applicant. A Public Record Database Search is conducted to verify the applicant's Social Security Number and professional licenses. Concurrently, an investigator is assigned to make contacts with references, relatives, landlords and coworkers; we try to do as many of these by telephone unless a face-to-face interview appears necessary. We do not utilize mailed in (or email) questionnaires. We feel interviews conducted in real time allow for a more complete and comprehensive dialogue which provides for real-time follow-up questioning. In addition, it enables our experienced investigators the opportunity to listen for voice inflections that would indicate hesitation to completely, or honestly, answer a question and allows the investigator to determine the need for follow- up investigation.
Following the interview, an investigator begins making telephone contacts to references, current and former supervisors/coworkers and relatives. These contacts are prioritized, with those persons or areas most likely to result in a disqualification being contacted first. Standardized questionnaires based on the POST Background Investigation Manual are used to ensure the areas covered are job-related and do not constitute forays into protected areas, such as American with Disabilities Act limitations. These forms have a minimum of "yes/no" questions because they are intended to seek descriptive answers regarding the applicant's behavior. In person neighbor interviews are conducted by a Sintra Investigator this includes the taking of a digital photograph of the applicant's residence and included in the file; this is primarily for the POST auditor who, when later inspecting these files, can see a personal visit was made.
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For POST investigations (police officer and public safety dispatcher applicants), Sintra Group requires the applicant during the PHS interview to assist us in obtaining a credit report from one of the three Credit Reporting Agencies, (Equifax, Experian, and Trans Union). We utilize www.annualcreditreport.com, a website mandated by law to provide this information at no cost directly to consumers. If the applicant for any reason is not eligible for a free report it will be their responsibility to purchase a copy of the report that the investigator can receive directly from the Credit Reporting Agency to ensure the report is complete and unedited. The credit report will be discussed with the applicant and summarized in the final report.
The department representative is updated immediately if specific negative information is located which might result in the disqualification of the applicant. Sintra Group's goal is to provide pertinent information to the Agency that might merit a disqualification as quickly as possible to minimize costs to the Agency.
If the applicant is currently working for another public safety agency, we require him/her to sign a lateral waiver, informing him/her that negative information found during this investigation may be turned over to the applicant's current agency. Quite often, an applicant seeking to "escape" his/her current agency due to negative or disciplinary issues will decline to sign this waiver, resulting in the immediate cessation of the investigation. In the case of applicants who are either now working, or have worked, in a public safety agency, or have been the subject of a public safety background investigation, (whether or not the applicant was hired), we will attempt to either review the file or speak with someone there authorized to discuss the file.
Following the above process interview a final report, summarizing all of the POST mandated areas,
is reviewed by a Sintra Group supervisor to ensure the report is complete and thorough.
A sample
of Sintra’s final report is in Tab G Attachment 5 for reference.
Background Investigations on clerical or support personnel utilize the same questionnaires and procedures used for police department applicants. The Agency has the discretion to decide the depth of the investigation, based on the sensitivity of the position.
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Background Investigations on firefighters and fire inspectors utilize the same questionnaires and procedures used for police department applicants with the exception that we do not collect information beyond a seven-year time period. This is to comply with the CA civil code 1781 that does not allow-for employment information gathering beyond seven years with the exception of for law enforcement. In addition, we do not obtain credit reports on fire applicants to comply with CA labor code 1045 which prohibits an employer from collecting credit information from a non-law enforcement applicant. A sample of Sintra’s final report is in Tab G Attachment 6 for reference.
A comprehensive background investigation file delivered to the City shall include a detailed report summarizing all findings and reports of each applicant's background and eligibility based on the City of Santa Maria Police and Fire Department hiring and standards. The background investigation report will, at a minimum, address the following areas:
a. A narrative-based summary of the applicant's background investigation. This summary will reflect the below-listed aspects of the background investigation and articulate any concerns that were discovered as a result.
b. A review of the candidate's personal history statement which includes social media.
c. A photograph of the applicant.
d. Verification of birth and citizenship, when legally permissible. e. Social Security Number (SSN) - Trace & Address Locator verification to determine name and name variations used by the individual such as maiden, divorced, or previous
names; other names associated with that SSN, current
and former addresses associated with that SSN, and date of birth.
f. Employment verification and history.
g. Verification and contacts with the applicant's professional references.
h. Verification and contacts with the applicant's personal references. i. Education background and verification. This section should verify that the applicant has either graduated from an accredited high school or has passed the General Education Development (GED) Test or has passed the California
High School Equivalency Examination. Copies of
transcripts and diplomas from colleges and universities will be included, unless extenuating circumstances exist, (college has disbanded or is foreign).
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j. Credit Report and analysis of the applicant’s credit history. (not for fire applicants)
k. Military verification and/or Selective Service registrations, including applicable dates of service, branch of military, rank, and discharge status, etc.
l. Information obtained from previous backgrounds at other agencies. Motor Vehicle driving history from all states in which the applicant held an operator/driver's license during the past seven years, including a copy of the current license and proof of current insurance.
m. Drug and/or illegal substance use information, to the extent allowed by the ADA and case law.
n. Civil suits, judgments, and liens concerning an applicant who has been found liable for these.
Once the investigation has been completed, a final summary report is completed divided into the following sections: personal information, family history, current work history, prior work history, education, military/selective service history, credit history, driving and criminal history, references, neighbor/landlord history, drug history, and other public safety agency file reviews. Those areas that could be considered as grounds for potential disqualification are clearly enumerated. The individual documents and questionnaires are filed within the categories separated by dividers and submitted to the Department digitally. A scanned copy of every document Sintra Group obtained will be placed in a digital binder for the Agency's permanent storage, either after disqualification or after the POST Audit is conducted. Sintra Group does not make any recommendations regarding a candidate's suitability for hire in our final reports but will provide answers to any questions asked by Department Staff. We provide all documentation in secure electronic files transmitted by One Drive. If the City would like a hard copy of any of our documents, we are more than willing to provide it.
We are extremely confident that we can complete background investigations within the five-week timeframe of this RFP. To date in 2025, we conducted more than four hundred public safety background investigations. In 2023, Sintra concluded six hundred professional public safety backgrounds demonstrating that we are more than capable of meeting our deadlines and providing a quality work product. Sintra Group would be pleased to have the opportunity to provide SMPD and SMFD with the highest quality investigations within the agreed upon time frames.
Sintra Group also conducts Department Head and managerial personnel background investigations, both of which require a diverse skill set. Sintra
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Group has investigators who were Captains or Assistant Chiefs with experience at the executive level. These individuals are responsible for conducting the in-person interviews and performing file reviews for these high- level positions. These investigations are available upon request and are not included in the cost estimate.
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EXHIBIT “B”
PAYMENT
I. Progress Authorization
Written authorization to proceed from the City authorizes the Contractor to generate the not-to exceed cost of TWO HUNDRED TWENTY-FIVE THOUSAND DOLLARS ($225,000) in fees for all work.
IT
E
M
PROGRAM
COSTS
Cost Justification
(include formulas and a clear description of each item)
POLICE BACKGROUND EXAMPLE PER
Background
1. PERSONNEL
Sintra Group *estimated average 25 hours per
background at $80 per hour. Police support
backgrounds estimate 16 hours per background at $80
per hour. (See footnote for Lateral backgrounds costs
below and explanation in budget narrative.)
$2000.00
Investigators Investigators *estimated average 18 hours per background at $50 per hour.
$900.00
Supervising
Investigators
Supervising Investigators *estimated average 4 hours
per background at $55 per hour
$220.00
Admin Support Administrative staff *estimated averages 6 hours per background at $35 per hour.
$210.00
Project Manger Project Manager *estimated averages 3 hours per background at $57 per hour.
$171.00
Owner/Legal Owner which includes overhead costs, physical office space, insurance, reviews as needed and basic
office supplies.
$499.00
*These are estimates only. A job history with multiple
places of employment, previous background
investigations, and other complexities will add to the
time in order to complete and thorough investigation.
EST. TOTAL PROPOSED
COST PER BACKGROUND
$2000.00
Lateral Police Background Footnote: See budget narrative for explanation.
Investigators Investigators *estimated average 20 hours per background at $50 per hour.
$1,000.00
Supervising
Investigators
Supervising Investigators *estimated average 4.5 hours
per background at $55 per hour
$247.50
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Project Manger Project Manager *estimated averages 3.5 hours per background at $57 per hour.
$199.50
EST. ADDITIONAL 3 INVESTIGATIVE
HOURSTOTAL PROPOSED COST PER LATERAL
BACKGROUND
$2,240.00
IT
E
M
PROGRAM
COSTS
Cost Justification
(include formulas and a clear description of each item)
FIRE BACKGROUND EXAMPLE PER
Background
1. PERSONNEL
Sintra Group *estimated average 20 hours per
background at $80 per hour (Firefighter est. avg. 20
hours Police Officer est. avg. 25 hours)
$1600.00
Investigators Investigators *estimated average 14 hours per background at $50 per hour.
$700.00
Supervising
Investigators
Supervising Investigators *estimated average 3.5 hours
per background at $55 per hour
$192.50
Admin Support Administrative staff *estimated averages 4.5 hours per background at $35 per hour.
$157.50
Project Manger Project Manager *estimated averages 3 hours per background at $57 per hour.
$171.00
Owner/Legal Owner which includes overhead costs, physical office space, insurance, reviews as needed and basic office
supplies.
$379.00
*These are estimates only. A job history with multiple
places of employment, previous background
investigations, and other complexities will add to the
time in order to complete and thorough investigation.
EST. TOTAL PROPOSED
COST PER BACKGROUND
$1600.00
F-2 UNIT OF SERVICE COST
Year
Proposed
Services
*Estimate
d Average
# of Hours
per
backgroun
d
Total Number
of Units
Contractor
can provide
Estimated
cost per
background
Extended
Cost per
year
1 Fire 20 20 or more $1,600.00 $32,000.00
1 Police Entry
Level 25 40 or more $2,000.00 $80,000.00
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1 Police
Lateral 28 40 or more $2,240.00 $89,600.00
1 Police
Support 16 20 or more $1,280.00 $25,600.00
Total Not-To-Exceed Cost: $225,000
II. Invoice procedure.
A. Payment shall be at the conclusion of the Project based on the billable charges.
B. The Contractor shall present the bill for charges by the second day of the month.
C. The Contractor's bill shall be substantiated by appropriate documentation, and include an itemized listing of personnel, subcontractors, and other direct costs incurred.
III. Maximum billable amounts
Under no circumstance shall the total of all payments to the Contractor exceed ninety percent (90%) of the maximum not-to-exceed cost, prior to acceptance by the City of all items to be completed as noted within Exhibit "A".
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EXHIBIT “C”
INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, his/her agents, representatives, or emplo yees. If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Consultant.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001), including products and completed operations, property damage, bodily injury and personal & advertising injury.
2. Insurance Services Office Business Auto Coverage Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, covering hired (Code 8) and non-owned autos (Code 9).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the Consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability - $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability - $1,000,000 per accident for bodily injury and property damage.
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3. Workers’ Compensation: Statutory limits.
4. Employer's Liability - $1,000,000 per accident for bodily injury or disease.
5. Errors and Omissions Liability - $1,000,000 per occurrence or claim, $2,000,000 aggregate.
C. Self-insured Retentions
Self-insured retentions must be declared to and approved by the City.
The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention.
D. Other Insurance Provisions
The liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such work or
operations. General liability coverage can be provided in the form or an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions are used).
2. For any claims related to this project, the Consultant's insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or reduced, except with notice stating the title of this contract to the City. All notices provided pursuant to this Agreement shall be given to the City representative listed for notice in this agreement
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and shall specify the title of this Agreement. Notice may be given by overnight mail, facsimile with confirmation of receipt, or certified mail with return-receipt requested.
4. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Ci ty has received a waiver of subrogation endorsement from the insurer.
5. If any of the required policies provide claims-made coverage:
a. The Retroactive Date must be shown, and must be
before the date of the contract or the beginning of contract work. b. Insurance must be maintained and evidence of
insurance must be provided for at least five (5) years after completion of the contract of work.
c. If coverage is canceled or non -renewed, and not
replaced with another claims -made policy for m with a
Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
F. Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences.
However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them.
The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
G. Special Risks or Circumstances
The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.