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APPROVE MOTION TO EXECUTE A FIVE-YEAR MASTER SERVICE AGREEMENT WITH LEXIPOL, LLC FOR POLICY MANAGEMENT SERVICES IN AN AMOUNT NOT TO EXCEED $179,700
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute a five-year Master Service Agreement with Lexipol, LLC (Lexipol), in an amount not to exceed $179,688.70.
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
3. It is further recommended that the City Manager be authorized and directed to make any and all expenditures and appropriations on behalf of the City as appropriate and necessary to carry out the purpose and intent of this motion.
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Summary
The Stockton Fire Department (SFD) seeks Council approval for a five-year Master Service Agreement with Lexipol. The proposed agreement provides SFD with a digitalized policy management solution compliant with applicable laws, regulations, and industry standards. The intent is to provide SFD with a platform that will improve policy relevance and compliance and personnel management in order to better serve the community. Lexipol supports SFD’s Strategic Goal of improving internal communications and efficiencies through the use of technology and digital platforms.
DISCUSSION
Background
SFD’s Policies and Procedures are a collection of roughly 307 PDF files totaling nearly 1,350 pages stored in an online Microsoft Sharepoint portal, accessible to Fire Department personnel. As new policies are created and old ones are revised, the newly created content inevitably impacts other existing policy.
SFD’s policies and procedures are maintained internally by one (1) Administrative Chief who is also responsible for maintaining daily operations, staffing, and logistical support functions. Policy maintenance requires the Administrative Chief to maintain constant vigilance to legislative changes at the Federal, State, and local levels as well as professional standards identified by the National Fire Protection Association. As laws, regulations, and best practices change, the Administrative Chief must ensure that SFD’s policies and procedures are updated. SFD’s current process of maintaining department policy is time-consuming, inefficient, and often fails to recognize time-sensitive legal updates or implications.
SFD employees are notified of policy updates via department wide email. Fire administration can validate that each employee has viewed their email but cannot measure the level of comprehension or if a revised policy was read by each employee. Additionally, the current collection of PDF policies is fragmented, cumbersome to navigate through, and commonly found to be outdated or have contradictory directives.
On November 18, 2021, Sourcewell, a State of Minnesota local government unit and service cooperative that offers cooperative procurement solutions to government entities, requested proposals for Public Safety Training and Simulation Equipment and Technology. On March 28, 2022, Sourcewell entered into an agreement with Lexipol, LLC for Public Safety Training and Simulation Equipment and Technology, including policy management solutions.
Present Situation
Lexipol will provide a policy management solution with 200 fire department policies and procedures that are specific to the California Fire Service. All provided policies have been researched and vetted by subject matter experts and attorneys. Lexipol will provide a support team to provide the necessary assistance to SFD staff as they integrate current policy onto the Lexipol platform. It’s estimated that full implementation will take 12 months and will occur over 5 phases. Phase 1 will address those areas that present the greatest risk to the organization, with the 5th phase posing the least amount of risk.
Lexipol will provide continuous update recommendations to various policies as the regulatory environment changes. Policy updates will be electronically delivered to all SFD employees followed by training lessons that will validate employee comprehension of the various updates. All policies will be housed in one electronic document stored and accessible 24/7 through an online and mobile platform.
Lexipol offers a subscription-based policy management and training services for public safety that is defendable in court. Lexipol’s cost-effective solution for SFD policy management allows staff to focus time and energy on daily operations and logistical support. Lexipol is the only vendor SFD has identified that specializes in California Fire Service policy revision. Lexipol provides a comprehensive, multi-faceted approach to policy management, training, and compliance, a solution for the SFD that no other firms can provide.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings that support an exception to the competitive bidding process. These findings include:
1. The Sole Source is appropriate for the comprehensive review, training, and revision of current and future policies and procedures.
2. Lexipol is the only vendor SFD has identified that focuses solely on fire department policies and provides a comprehensive, multi-faceted approach to procedural training, policy updates, and review.
3. Lexipol provides strategies and a well-developed policy management solution that will reduce SFD’s exposure to liability as it pertains to operational and personnel management.
FINANCIAL SUMMARY
The agreement term is five years at a total cost of $179,688.70. Annual costs are as follows:
|
Year 1 |
Full implementation + annual learning management subscription |
$107,074.50 |
|
Year 2 |
Annual learning management subscription |
$18,153.55 |
|
Year 3 |
Annual learning management subscription |
$18,153.55 |
|
Year 4 |
Annual learning management subscription |
$18,153.55 |
|
Year 5 |
Annual learning management subscription |
$18,153.55 |
|
|
TOTAL |
$179,688.70 |
The FY 2023-24 Annual Budget includes sufficient funds for the initial purchase and subscription of this policy management solution with Lexipol in Fire Department’s General Fund Administration Account No. 4010-000-630006-100-000-20-40-000-000-. Costs for the subsequent years will be budgeted in the same account and subject to council approval during the annual budget development process.
Attachment A - Master Service Agreement