Agenda Item Wording:
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Authorization to Award a Contract with Lexipol - Authorize the City Manager to award a sole source five year contract with Lexipol LLC from Frisco, Texas not to exceed $260,000 to provide three software subscription services for (1) Law Enforcement Policy Management Updates/Training Bulletins (2) Managing Employee Training Records and (3) Law Enforcement Field Training Officer Management.
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Prepared by: Chief Jason Salazar, 713-4215, Jason.Salazar@visalia.gov; Captain Dan Ford, 713-4151, Daniel.Ford@visalia.gov; Lieutenant Osvaldo Dominguez, 713- 4285, Osvaldo.Dominguez@visalia.gov; Financial Analyst Liz Ybarra, 713-4250, Liz.Ybarra@visalia.gov
Department Recommendation: Authorize the City Manager to award a five year contract with Lexipol LLC from Frisco, Texas not to exceed $260,000 to provide three software subscriptions for Law Enforcement Policy Management, Training Bulletins/Updates; Managing Employee Training Records (METR), and Law Enforcement Field Training Officer Management (LEFTA). The renewal is effective 11/1/2025 through 10/31/2030.
Summary:
The Department requires a policy management solution that is compliant with applicable laws and regulations and customized to fit the Department’s needs. The system must be readily accessible online with real-time policy updates. Lexipol has been the City’s provider for 20+ years and is the most utilized policy management solution in the law enforcement industry. Lexipol’s policy solution allows each agency to increase policy compliance and personnel safety while improving the services provided to the community.
Background Discussion:
The Department has utilized the services of Lexipol for 20+ years to provide policy management, training content, and risk management tools. Lexipol assists in guiding police policy, provides training on policy, and tracks acknowledgement of individual officer’s comprehension of policy.
LEFTA, which falls under the umbrella of Lexipol, is a software that helps law enforcement agencies document, track, and manage critical operational data such as training, use of force, pursuits, and internal performance. Centralizing training records through LEFTA helps with department transparency, efficiency, and defensibility in daily operations.
METR is a subsidiary service of LEFTA. METR allows the Department to digitally track and manage all employee training and certifications. It allows administrators to record completed courses, schedule upcoming training, and monitor compliance with POST or departmental requirements.
Fiscal Impact: Lexipol expenditures are part of Police operations and are budgeted annually in software support. No additional appropriations are required. Contract C25018 requires an amendment not to exceed $260,000 over 5 years. This contract will guarantee a fixed cost with a 5% annual increase.
Lexipol is a sole source provider because Lexipol provides the only fully integrated, state-specific policy management and training platform designed exclusively for law enforcement agencies. Their service combines legally vetted, California-compliant policy content with automated updates, electronic distribution, acknowledgment tracking, and associated training modules that ensure departmental compliance with evolving laws and best practices. No other vendor offers this combination of California-specific policy maintenance, integrated training, and risk management tools in a single system. Selecting an alternative provider would result in significant duplication of effort, increased liability exposure, and loss of continuity in existing policy and training workflows. Lexipol has been the Police and Fire service provider since FY 2013/14.
The cost over five years is noted below.
Lexipol Subscription Services
11/1/2025 to 10/31/2030
|
Description |
FY 25/26 |
FY 26/27 |
FY 27/28 |
FY 28/29 |
FY 29/30 |
|
Policy Manual, Updates, Bulletins |
$34,628 |
$36,359 |
$37,277 |
$40,086 |
$42,089 |
|
METR |
$9,000 |
$9,450 |
$9,923 |
$10,419 |
$10,940 |
|
LEFTA (FTO) |
$3,000 |
$3,150 |
$3,308 |
$3,473 |
$3,647 |
|
Total |
$46,628 |
$48,959 |
$50,507 |
$53,978 |
$56,675 |
|
Total 5 year cost |
|
|
|
|
$256,747 |
|
5% Annual Increase |
|
|
|
|
|
Prior Council Action: None
Other: N/A
Alternatives: N/A
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to award a five-year contract with Lexipol LLC from Friso, Texas not to exceed the $260,000 to provide three software subscription services for (1) Law Enforcement Policy Management Updates/Training Bulletins (2) Managing Employee Training Records and (3) Law Enforcement Training Officer Management.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 11/17/2025
Attachments: Lexipol Master Service Agreement