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APPROVE MOTION TO EXECUTE A FIVE-YEAR MASTER SERVICE AGREEMENT WITH LEXIPOL, LLC, IN AN AMOUNT NOT TO EXCEED $496,827.50
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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 $496,827.50.
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 Police Department (SPD) seeks Council approval for a five-year Master Service Agreement with Lexipol. The proposed agreement provides SPD with a policy management solution compliant with applicable laws and regulations. The intent is to allow SPD to increase policy compliance and personnel safety while improving the services provided to the community. Lexipol supports SPD’s Strategic Plan goal of increasing the trust between the Community and Police.
DISCUSSION
Background
SPD’s policies and procedures are handled internally by at least twenty-five (25) employees spread between the SPD, the City Attorney’s Office, and Human Resources. As State and Federal legislation create new mandates, policy revisions are completed by these employees. SPD’s current process is very time-consuming, with limited staff dealing with time-sensitive legal updates.
Lexipol provides a service that will write General Orders for SPD through its team of attorneys and experts. This team will continually review the General Orders for critical gaps and needed updates, based on case and statutory law, including state-specific policies and updates. Lexipol includes a reporting feature that allows SPD to track policy acknowledgment and training. In addition to any updates, the service provides training scenarios of updates and 24/7 access to policies via a web-based platform and mobile application.
Present Situation
In Fiscal Year 2022-23, $375,000 in funding was approved by resolution 2022-07-26-1504 to develop a more robust early-warning system to increase accountability.
Lexipol offers a subscription-based policy management and training services for public safety that is defendable in court. Using Lexipol is a cost-effective solution to the City’s usage of time and energy that is currently focused on updating policies and procedures for SPD. Lexipol is the only vendor SPD has identified that focuses solely on law enforcement policy revision and provides a comprehensive, multi-faceted approach to policy management, training, and compliance. Lexipol provides a solution to SPD that no other firms have been able to deliver.
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 SPD has identified that focuses solely on law enforcement 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 to enhance the safety of our law enforcement officers, and the service law enforcement provides to the community.
FINANCIAL SUMMARY
The agreement term is five years at a total cost of $496,827.50. Annual costs are as follows:
|
Year 1 |
$238,678.30 |
|
Year 2 |
$64,537.30 |
|
Year 3 |
$64,537.30 |
|
Year 4 |
$64,537.30 |
|
Year 5 |
$64,537.30 |
|
Total |
$496,827.50 |
The FY 2022-23 Annual Budget includes a sufficient appropriation for this purchase in the Police Department’s General Fund, Administration Division, Account #3510-300-650002-100-000-20-35-000-000-and will be budgeted in the same account in future years.
Attachment A - Master Service Agreement - Lexipol