Title
Recommendation to Authorize the Interim City Manager to Execute a First Amendment to the Agreement with Cooke & Associates, Inc. for Fire Background Investigation Services in an Amount Not-to-Exceed $152,410. (Fire 10032210)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Alameda Fire Department (AFD) recommends approval of a First Amendment to the existing Agreement with Cooke & Associates, Inc. to provide AFD with background investigation services, increasing the total not-to-exceed amount from $74,000 to $152,410. This Amendment is necessary to support the AFD’s ongoing and anticipated hiring of sworn firefighter personnel.
As part of the firefighter recruitment process, each candidate must undergo a comprehensive background investigation in accordance with City of Alameda (City) policy. These investigations are critical to ensuring that only qualified, trustworthy individuals are selected to serve the community in high-responsibility public safety roles.
Cooke & Associates, Inc. has demonstrated the capacity and expertise to conduct these investigations thoroughly and efficiently. Their process includes the completion and review of a Personal History Statement (PHS), which gathers detailed information on the applicant’s identity, education, employment, residence, military service, financial history, legal background, driving record, and moral character.
Each investigation culminates in a background narrative report that summarizes the findings and provides sufficient detail for the City to determine whether to extend an offer of employment. All supporting documentation-originals or verified true copies is compiled into a secure background file for City records.
Cooke & Associates, Inc. is a licensed private investigations firm with over 20 years of experience conducting public safety background investigations. The firm employs Peace Officer Standards and Training (POST)-certified investigators and has a proven track record of delivering timely, detailed, and compliant reports for law enforcement and fire service agencies. Cooke & Associates’ ability to deliver timely, POST-compliant reports has been instrumental in maintaining the integrity and efficiency of AFD’s hiring process. This amendment ensures the City can continue to meet its staffing needs without delay or compromise in investigative quality.
BACKGROUND
On May 24, 2022, the City entered into a five-year Agreement with Cooke & Associates, Inc. to provide background investigation services for AFD firefighter candidates. Cooke & Associates, Inc. was selected on a sole-source basis due to AFD’s need for a vendor with significant resources to meet AFD’s expeditious hiring timeline due to a competitive hiring market. The original Agreement authorized a not-to-exceed amount of $74,000.
AFD continues to experience increased hiring activity due to retirements, promotions, and staffing needs. All candidates must undergo a comprehensive background investigation in accordance with City policy. These investigations are critical to ensuring the integrity, safety, and professionalism of the department.
DISCUSSION
Under the Amended Agreement, Cooke & Associates will continue to provide comprehensive, POST-compliant background investigations for sworn AFD candidates. These investigations evaluate candidates across multiple dimensions, including integrity, judgment, stress tolerance, and interpersonal skills. The firm will provide a preliminary report within one week of the applicant’s interview and deliver a final, fully documented report within 30 business days of authorization from the City, to complete the full investigation. All documentation will be securely organized and submitted in accordance with City requirements.
The updated cost structure includes:
• $2,350 for sworn background investigations
• $1,875 for non-sworn background investigations
• $600 expedited service fee
• $350-$485 for partial investigations or candidate withdrawals
This First Amendment increases the total not-to-exceed amount by $78,410, bringing the new agreement total to $152,410. All other terms and conditions of the original Agreement remain unchanged.
This Amendment supports continued efficiency and ensures compliance with applicable standards for public safety background investigations. Extending the agreement enables cost-effective service delivery and maintains uninterrupted support for the AFD’s hiring process.
ALTERNATIVES
• Approve the Amendment to the Service Provider Agreement with Cooke & Associates, Inc. in an amount not-to-exceed $152,410 to continue Fire investigation background services.
• Alternatively, the City could direct staff to issue a Request for Proposals (RFP) for background investigation services. However, this approach may disrupt the continuity of ongoing investigations, delay hiring timelines, and result in additional costs associated with onboarding a new provider unfamiliar with the City’s processes and standards.
FINANCIAL IMPACT
Approving the First Amendment to the Agreement with Cooke & Associates, Inc. will result in a revised not-to-exceed amount of $152,410, funded through the AFD’s operating budget. AFD has budgeted $74,000 for background investigation services for fiscal years 2022-25, which includes all payments through April 2025 and anticipated invoices through June 30, 2025. Additionally, the City has projected $38,625 for Fiscal Year (FY) 2025-26 and $39,785 for FY 2026-27, ensuring sufficient financial resources to support the amended agreement. No new appropriations are required.
The existing fee structure remains unchanged, with rates based on the type and complexity of each investigation. Compensation limits under the agreement are allocated as follows:
• FY 2022-25: Total compensation shall not exceed $74,000
• FY 2025-26: Total compensation shall not exceed $38,625
• FY 2026-27: Total compensation shall not exceed $39,785
• Total five-year compensation shall not exceed $152,410
The Provider may implement an annual rate increase of up to three percent (3%) to account for rising operational costs, including but not limited to insurance, compliance requirements, and labor expenses. Any such rate adjustment shall take effect on the anniversary date of the Agreement or at the beginning of each subsequent calendar year. The Provider shall provide the City with written notice at least thirty (30) days prior to implementation.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code Section 2-59 (Authorization of Contracts). This action supports the Strategic Priority, “Enhance Community Safety & Services” in the City’s Strategic Plan.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the Interim City Manager to execute a First Amendment to the Service Provider Agreement with Cooke & Associates, Inc. for fire background investigation services, increasing the not-to-exceed amount to $152,410.
Respectfully submitted,
Nicholas Luby, Fire Chief
By,
Anne Iturraran, Fire Administrative Services Manager
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. Original Agreement
2. First Amendment