REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Five (5) Year Purchase Agreement to Lexipol LLC in an Amount Not-to-Exceed $253,273.48 for Annual Law Enforcement Policy Manual and Daily Training Bulletins (F25-343)
Report
REPORT IN BRIEF
Authorize the issuance of a Purchase Agreement to Lexipol LLC of Frisco, Texas, in the amount of $253,273.48 to purchase subscriptions for annual law enforcement policy manual & daily training bulletins for a five (5) year term.
EXISTING POLICY
Pursuant to Chapter 2.08 of the Sunnyvale Municipal Code, City Council approval is required for contracts exceeding $250,000.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organization or administration activity that will not result in direct or indirect physical changes in the environment.
BACKGROUND AND DISCUSSION
The Department of Public Safety (DPS) currently utilizes Lexipol’s subscription-based policy management and training services to ensure compliance with applicable laws, enhance personnel safety, and improve service delivery to the community. Lexipol provides a platform for policy content, real-time updates, daily training bulletins, and a manual for department-specific procedures. The current contract allows DPS to maintain an effective policy framework, supported by Lexipol’s legal and subject matter expertise, which is critical given the complexity of public safety regulations that would be costly and extremely time consuming to address with in-house resources.
Renewing the Lexipol contract is recommended as Lexipol offers a comprehensive solution tailored to DPS’s needs, including legal compliance, policy updates, and integrated training and tracking. Renewal ensures continued access to a system that supports DPS’s policy needs. Lexipol is the only provider of these specialized services.
FISCAL IMPACT
Budget for Lexipol subscription services is available in Fund 7027 - Technology & Communication Services, under Program 15200 - Information Technology Services and Support. Information Technology is funded through transfers from other funds in the form of internal service charges.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Issue a five (5) year contract purchase agreement to Lexipol LLC in the amount of $253,273.48 to purchase subscriptions for annual law enforcement policy manual and daily training bulletins for a five (5) year term; and
- Authorize the City Manager to execute the agreement when all necessary conditions have been met.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Kathleen Boutté Foster, Chief Information Officer
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Draft Lexipol Master Services Agreement