Police Background Investigation Services

Agency: City of Elk Grove
State: California
Type of Government: State & Local
NAICS Category:
  • 561611 - Investigation Services
Posted Date: Oct 8, 2021
Due Date: Nov 8, 2021
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type name(s) due date notice details posted
RFP Police Background Investigation Services 11/8/2021
4:00 PM
View 10/8/2021

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CITY OF ELK GROVE
Request for Proposals
For
Police Background Investigation Services
City Clerk’s Office
City of Elk Grove
8401 Laguna Palms Way
Elk Grove, CA 95758
Proposals Due by 4:00 PM on November 8, 2021
Introduction:
The City of Elk Grove (City) is accepting proposals from qualified Consultants (Consultant(s)) for
Police Background Investigation Services in accordance with the included specifications, terms,
and conditions shown in this Request for Proposals (RFP). Prospective respondents are advised
to read this information over carefully prior to submitting a proposal.
Written Submissions:
One signed original and one USB Flash Drive copy of the proposal must be submitted to the Office
of the City Clerk by 4 PM on November 8, 2021. Proposal shall be submitted in a sealed envelope
clearly marked Police Background Investigation Services and addressed to:
OFFICE OF THE CITY CLERK
CITY OF ELK GROVE
8401 Laguna Palms Way
Elk Grove, CA 95758
Electronic Submission:
As an alternative to the submission of written proposals by mail, personal service or other delivery
method, proposals may be submitted electronically in pdf form, and emailed to City Clerk Jason
Lindgren at jlindgren@elkgrovecity.org, with a copy to Tamara Lopez, Senior Administrative
Analyst, at tlopez@elkgrovepd.org, prior to the deadline stated above. Submittals in pdf format
must be fully ADA compliant. Large files may be sent using a cloud-based system such as
Dropbox. Service Providers shall be responsible for ensuring that proposals submitted
electronically are received by the City Clerk prior to the deadline. Proposals that are not received
prior to the deadline shall not be considered by the City, even if the late submission is due to a
technical or other error, including, without limitation, the City's inability to open or access the
electronic file. If the proposing Service Provider does not receive a confirmation from the City Clerk
that the proposal has been received, Service Provider should assume the transmission failed and
either resubmit or arrange for another method of delivery. Service Providers are also encouraged
to contact the City Clerk to confirm receipt of their proposal prior to the deadline. Proposals shall
not be accepted by fax.
Questions:
Questions regarding this RFP are to be directed by e-mail to: Tamara Lopez, Senior Administrative
Analyst, at tlopez@elkgrovepd.org. Such contact shall be for clarification purposes only. The City
must receive all questions no later than 4 PM on October 25, 2021. Material changes, if any, to
the scope of services or proposal procedures shall only be transmitted by written addendum and
posted to the City web site. Addendums and answers to submitted questions will be available via
the City of Elk Grove web site under “Notice” for the RFP announcement.
Late Proposals:
Proposals arriving after the specified date and time shall not be considered, nor shall late proposals
be opened. Each Consultant assumes responsibility for timely submission of its proposal.
Withdrawal or Modifications of Proposals:
Any proposal may be withdrawn or modified by a written request signed by the Consultant and
received by the City Clerk prior to the final time and date for the receipt of proposals. Once the
deadline is past, Consultants are obligated to fulfill the terms of their proposal.
Proposal Acceptance and Rejection:
The City reserves the right to accept any proposal, to reject any and all proposals, and to call for
new proposals, or dispense with the proposal process in accordance with the Elk Grove Municipal
Code.
Proposal Evaluation and Award:
Evaluation shall be made based on the criteria noted in Attachment B: Evaluation and Selection
Criteria. A contract may be awarded to the responsible Consultant who best meets the City’s needs
by demonstrating the competence and professional qualifications necessary for the satisfactory
performance of the required services and shall not necessarily be based on the lowest priced
proposal, except as otherwise provided by law, taking into consideration adherence to the included
specifications. A contract may be awarded to the next responsible Consultant if the successful
Consultant refuses or fails to execute the contract. All Consultants that were not selected by the
City shall be notified in writing. Nothing herein shall obligate the City to award a contract to any
responding Consultant. Any contract awarded will be non-exclusive, and the City reserves the right
to seek services from other sources, in the City’s sole discretion.
Register with the California Secretary of State:
Unless Consultant is a sole proprietorship, Consultant must be registered and in good standing
with the California Secretary of State within 14 days following notification of the City’s intent to
award a contract to Consultant and prior to execution of a final contract. Failure to timely register
with the Secretary of State may result in the City awarding the contract to another
Consultant. Additional information regarding the registration process may be found on the
Secretary of State’s website at: https://businesssearch.sos.ca.gov/.
Disclosure of Submitted Materials:
After selection and execution of the contract(s), (or prior thereto if required by law) all information
and materials provided in each submittal received is subject to disclosure through a public records
request pursuant to the California Public Records Act, or otherwise as may be required by law. The
City, in its sole discretion, may release any submitted materials, regardless of whether such
materials are marked by respondents as confidential or otherwise as protected.
Waiver of Irregularities:
The City retains the right, in its sole discretion, to waive any irregularities in proposals that do not
comply with the strict requirements of this RFP, and the City reserves the right to award a contract
to a Consultant submitting any such non-compliant proposal, all in the City’s sole discretion.
Validity of Pricing:
Consultants are required to provide pricing for services (see Attachment A). No cost increases
shall be passed onto the City after the proposal has been submitted. No attempt shall be made to
tie any item or items contained in this RFP with any other business with the City; each proposal
must stand on its own.
No Guarantee of Usage:
Any quantities listed in this RFP are estimated or projected and are provided for tabulation and
information purposes only. No guarantee of quantities is given or implied by the City. Consultant
must furnish the City’s needs as they arise.
Demonstrations:
When required, the City may request full demonstrations prior to award. When such
demonstrations are requested, the Consultant shall respond promptly and arrange a demonstration
at a convenient location. Failure to provide a demonstration as specified by the City may result in
rejection of a proposal.
Use of Other Governmental Contracts:
The City reserves the right to reject any part or all of any proposals received and utilize other
available governmental contracts.
Qualification/Inspection:
Proposals will only be considered from Consultants normally engaged in providing the types of
services specified herein. By responding to this RFP, the Consultant consents to the City’s right to
inspect the Consultant’s facilities, personnel, and organization at any time, or to take any other
action necessary to determine Consultants ability to perform. The City reserves the right to reject
proposals where evidence or evaluation is determined to indicate inability to perform. The City
reserves the right to interview any or all responding Consultants and/or to award a contract without
conducting interviews.
Other Governmental Entities:
If the Consultant is awarded a contract as a result of this RFP, the Consultant shall, if the Consultant
has sufficient capacity, provide to other governmental agencies, so requesting, the services
awarded in accordance with the terms and conditions of the RFP.
Payment Terms:
Payment shall be made as set forth in the contract attached hereto as Attachment C. In submitting
proposals under these specifications, Consultants should take into account all discounts, both trade
and time, allowed in accordance with the payment terms.
Performance:
It is the intention of the City to acquire services as specified herein from a Consultant that will give
prompt and convenient service.
Term of Contract:
The term of the contract will be for a specific period of time, commencing upon execution. The City
anticipates the contract to be for a term of three years with one three-year extension, at the option
of the City. The City reserves the right to set the term for a period deemed to be in the best interest
of the City, and terminate the contract as set forth therein.
Amendments:
If, in the course of the performance of the contract, Consultant or the City proposes changes to the
services provided, and informal consultation with the other party indicates that a change in the
terms and conditions of the contract may be warranted, Consultant or the City may request a
change in the contract. The parties to the contract will meet to discuss and negotiate the required
documents. Upon completion of those negotiations, the negotiated documents will be submitted to
the City for approval. Upon approval by the City, an amendment to the contract will be approved
by all parties for the change to be implemented. An amendment shall not render ineffective or
invalidate any unaffected portions of the Contract. Nothing in this section obligates the City to
agree to any change order or other amendment, and the City may withhold such agreement in its
sole discretion.
Service and support:
Consultants shall explain how all on-going service and support shall be handled by the Consultant
and the City of Elk Grove.
Records:
The Consultant shall maintain complete and accurate records with respect to labor costs, material
expenses, and other such information required by City that relates to the performance of services
under the contract. The Consultant shall maintain adequate records of services provided in
sufficient detail to permit an evaluation of the services. All such records shall be maintained in
accordance with generally accepted accounting principles and shall be clearly identified and readily
accessible and in a form acceptable to the City, which the City may specify and change from time
to time. The Consultant shall provide free access to the representatives of City or its designees, at
reasonable times, to such books and records, shall give City the right to examine and audit said
books and records, shall permit City to make transcripts there from as necessary, and shall allow
inspection of all work, data, documents, proceedings, and activities related to the contract. Such
records, together with supporting documents, shall be maintained for City’s inspection for a period
of at least three (3) years after receipt of final payment.
(See next page for Guidelines for Proposal)
Guidelines for Proposal
The following guidelines are provided for standardizing the preparation and submission of proposals. The
intent is to assist respondents in the preparation of their submissions and to assist the City by simplifying
the review process providing standards for comparison of submissions.
Statements submitted in response to this RFP shall include a complete response to the requirements in
this section in the order presented. Statements should be a straightforward delineation of the respondent’s
capability to satisfy the intent and requirements of this RFP and should not contain redundancies and
conflicting statements.
Written proposals shall be printed double sided, submitted on 8-1/2” x 11” recycled paper, with easy-to-
read font size and style. Pages shall be numbered, tabbed, and bound (spiral / comb / three ring binder).
Tabbed dividers should separate and identify the response items described below.
Digital submissions shall include bookmarks for each section with an easy-to-read font size and style.
Proposals shall contain the following information in the order listed:
1. Introductory letter
The introductory letter should be addressed to:
Tamara Lopez
Senior Administrative Analyst
City of Elk Grove
8400 Laguna Palms Way
Elk Grove, CA 95758
The letter shall include the Consultant’s name submitting the proposal, their mailing address, telephone
number, and contact name. The letter shall address the Consultant’s understanding of the project
based on this RFP and any other information the Consultant has gathered. Include a statement
discussing the Consultant’s interest and qualifications for this type of work. A principal of the firm
authorized to legally bind the firm shall sign the letter.
2. Table of Contents
The Consultant shall insert a comprehensive table of contents denoting sections three through nine of
the proposal as indicated below.
3. Qualifications and Experience
Describe the Consultant’s capability for actually undertaking and performing the work, including any
professional licenses and certificates held by the Consultant. List types and locations of similar work
performed by the Consultant in the last five (5) years that best characterizes the quality and past
performance. Include names and current phone numbers for contact on work quality and performance.
References may be contacted as part of the selection Process.
4. Work Plan
The work plan must state the Consultant’s ability to meet each specification as outlined in this
document. The work plan should address the items of work as described in this RFP. The plan should
be simple, easy to read and follow, and address and satisfy the objectives and specifications as listed
in the Scope of Work in this RFP.
5. Conflict of Interest Statement
Any activities or relationships of the Consultant that might create a conflict of interest for the Consultant
or the City, and, if such activities or relationships exist, a description of the facts, legal implications, and
possible effects sufficient to permit the City to appreciate the significance of the conflict and to grant
any conflict waiver, if appropriate and necessary.
5

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