June 20, 2023
Police Department
DATE: June 20, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
Bisa French, Chief of Police
Subject:
Three-Year Sole-Source Contract with Lexipol for Law
Enforcement Policy and Training Bulletin Tracking
FINANCIAL IMPACT: Funding for the contract between the City and Lexipol will come from the Police Department’s approved budget in
the amount of $13,893.68 for fiscal year 2022-2023, and the remaining $31,106.32, which includes a $3,318.96
contingency, will be budgeted for in subsequent years - account string 01191021-400209.
PREVIOUS COUNCIL
ACTION:
n/a
STATEMENT OF THE
ISSUE:
The Police Department is requesting that the City Council approve a three-year sole-source contract with Lexipol
LLC in the amount of $45,000 to manage the
department’s law enforcement policy tracking and
training bulletins to ensure department compliance
amongst all officers.
RECOMMENDED ACTION:
APPROVE a sole-source contract in an amount not to
exceed $45,000, which includes a $3,318.96
contingency, with Lexipol, LLC for law enforcement policy and training bulletin tracking, for the term January 1, 2023 through December 31, 2026 – Police Department
(Chief Bisa French 510-621-1802).
AGENDA
REPORT
June 20, 2023
DISCUSSION:
The current scheduling of 24/7 shifts has its challenges when reaching out to several teams to ensure that they completed a training or to ensure that they have reviewed a training document. Lexipol provides a solution by allowing a manager to assign or request that an officer take a training course - or review and comply with a policy - and can easily track and manage those assignments on one platform – some of which are state or federally mandated. Lexipol also provides 170+ state specific policies that are researched and written by Lexipol experts and legally vetted by attorneys. The policies are constantly updated with best practices and include a procedural guide and framework. Additionally, there are over 400 online courses and over 1,100 training videos that help the manager effectively communicate with Richmond Police Department’s (RPD) 145 sworn officer positions without physically presenting each course.
Additionally, Lexipol tracks RPD’s policies to ensure the policies are adequate, up-to- date and can highlight and capture policies that may be contradictory. Lexipol will even send updates electronically when a law, practice, or standard changes. These attributes are very valuable to RPD’s Personnel, Records, and Training team (PR&T) and ensures that the community receives the most accurate, and updated police response.
RPD staff have benefitted from these two Lexipol modules and are requesting City Council’s approval of a contract in the amount of $45,000, which includes a $3,318.96 contingency.
Due to RPD’s staff turnover, and with the onboarding of new hires, the prior contract expired before it could be amended. In addition, there were challenges with outstanding amounts owed and obtaining updated agreements from the vendor. In April 2023, RPD staff received the updated agreements and proceeded with the necessary steps to move forward in the City’s contracting process. RPD staff completed an After the Fact form detailing the steps RPD will take to prevent future contract delays.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Executed Sole Source
Attachment 3 – Executed ATF Lexipol