COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Christopher Williams, Chief of Police
DATE: March 3, 2026
SUBJECT: Adoption of a Resolution Awarding a P rofessional Services Agreement with Sintra Group for Public Safety Background Investigation Services
Description:
The City Council will consider adopting a Resolution approving a Professional Services Agreement with Sintra Group to provide pre -employment background investigation services for Public Safety.
Environmental Notice: This action is not a project subject to the California Environmental Quality Act (CEQA) because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment (CEQA Guideline Section 15378(b)(5)).
RECOMMENDATION:
1. Adopt a Resolution awarding a Professional Services Agreement to Sintra Group for public safety background investigation services; and
2. Authorize the City Manager, or designee, to execute agreement.
BACKGROUND:
For approximately two decades, the Santa Maria Police Department has utilized contracted professional investigators to conduct pre -employment background investigations for police personnel and other public safety positions. Contracting these services ensur es that investigations are conducted by trained specialists who are knowledgeable in Peace Officers Standards and Training (POST) standards, employment law, and best practices in public safety hiring.
Historically, the Department has relied on multiple vendors to meet operational demand.
In recent years, some existing vendors have reduced their capacity and are no longer able to independently support the Department’s background workload. As a result, the Department has had to distribute cases among sever al providers, which can lead to inconsistencies in format, methodology, and reporting.
The Department is also transitioning to a modern digital background investigation platform, which replaces older paper -heavy systems and improves efficiency, storage, and audit compliance. This transition presented an appropriate opportunity to issue a 2 Request for Proposals (RFP) to identify a qualified vendor capable of managing a large volume of investigations while adapting to the new platform.
Additionally, the Fire Department also has a need for background investigation services and coordinated with the Police Department in advance of the RFP process . The Fire Department will also utilize the vendor selected through this process for its background investigation needs. This approach supports consistency in public safety hiring practices and promotes administrative efficiency through shared use of a qualified provider.
DISCUSSION:
On November 1, 2025, the Police Department issued an RFP seeking a professional firm with demonstrated experience in large-scale public safety background investigations, the ability to provide consistent investigative standards, and competitive pricing. The deadline for submission was December 1, 2025. Multiple proposals were received and ev aluated based on qualifications, experience, staffing capacity, compliance with legal standards, and cost.
Sintra Group was selected as the most qualified proposer. Sintra Group has specialized in public safety background investigations since 2002 and has conducted thousands of investigations for police and fire agencies throughout California. The firm utilizes a team- based model staffed by licensed investigators, many of whom are retired public safety professionals with executive-level experience. Their operational structure allows them to scale services to meet agency demand while maintaining strict quality control and supervisory review.
The Department has been utilizing Sintra Group on a limited basis and has experienced strong performance, timely case completion, and professional communication. Their investigative approach aligns with POST requirements and Department expectations.
Sintra Group has also demonstrated the ability to integrate with digital platforms, ensuring continuity and modernization of the background process.
Awarding a contract to a single primary vendor is expected to improve consistency in investigative standards, reduce administrative inefficiencies, and provide predictable turnaround times. Consolidation of services also strength ens accountability and quality assurance.
Alternative(s)
The City Council could decline to approve the agreement and direct staff to continue using multiple vendors. This alternative would likely maintain the current challenges of inconsistent reporting formats, variable capacity, and increased administrative oversight.
Fiscal Considerations
Each background investigation is estimated to cost between $1,600 to $2,000, and total costs shall not exceed $225,000 per year. Background investigations are conducted only when vacancies occur and are funded through salary savings generated by those vacancies. The Department does not maintain a separate professional services allocation 3 for these costs. Because the expense is offset by existing vacancy savings, approv al of this agreement does not create an additional General Fund impact. The contract establishes pricing and service availability but does not obligate the City to a fixed expenditure.
Impact on the Community
Thorough and consistent background investigations are critical to maintaining public trust and ensuring that the City hires qualified, ethical, and professional public safety employees. A reliable investigative partner supports timely recruitment, reduces hiring delays, and helps maintain staffing levels necessary for effective service delivery.
ATTACHMENT(S)
A. Resolution
B. Sintra Group Proposed Contract