Exhibit 1 - Agenda Information Sheet - Amend 2City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 14, 2023
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the approval of a second amendment to a contract between the City of Denton and Lexipol,
LLC, amending the contract approved by the City Council on May 12, 2020, in the not-to-exceed amount
of $131,571.00; amended by Amendment 1 approved by Purchasing; said second amendment for the
customized policy management, update, and training solutions for the Police Department; providing for the
expenditure of funds therefor; and providing an effective date (File 7279 – providing for an additional
second amendment expenditure amount not-to-exceed $79,000.00, with the total contract amount not-to-
exceed $243,246.32).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Support Healthy and Safe Communities.
INFORMATION/BACKGROUND
Lexipol is a web-based platform to manage and maintain an agency’s policies. Lexipol’s unique solution
provides guidance on Public Safety best practices and updates policies regularly to reflect legal updates that
impact how our officers operate. Lexipol’s base policies are vetted thoroughly by a team of Public Safety
experts and lawyers to ensure legally sound policies are provided. Furthermore, the policies are customized
to the specific state of the agency utilizing the service. Before Lexipol, the Denton Police was operating
under outdated general orders in need of significant revision. Lexipol provides the framework in which to
customize our policies and ensures we are operating under the most up-to-date laws. The cost savings
associated with Lexipol is enormous. These savings can be seen in the following:
• A team of officers would be needed to research, vet, and revise policies. With Lexipol, this system
can be managed, and the policies completed by one trained officer. This helps the department to keep
public safety personnel staffed on the street rather than tied up in administrative jobs.
• The policies are updated regularly by Lexipol. A tremendous amount of resources and time are saved
by having the Lexipol staff, comprised of Public Safety experts and attorneys, ensure that the legal
updates are addressed. The likelihood of new legislation not being addressed in policy goes up
exponentially when there is not an experienced team in place to vet them.
• By keeping Denton Police policies updated, our public safety personnel are educated and bring that
knowledge to their service to our community. Legally sound policies protect the City from liability. A
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
five (5) year post-Lexipol implementation study showed a reduction in the number of litigated claims
and claims paid out.
Lexipol provides enhanced accountability by requiring each employee to acknowledge policies and reports
can be run by administrators to track those acknowledgments. An easy-to-use app makes the policies
accessible to officers on the street. In addition to these benefits, Lexipol has daily training bulletins to
reinforce the content of the policies. Its daily training bulletin keeps policies at the forefront of our
employees’ minds and helps them to learn how to operate under them. Before Lexipol, Denton PD was
operating under 65 policies, many of which were no longer utilized or forgotten. With Lexipol, there have
been over 100 policies revised and the department will end up with over 170 policies. Implementation of
this solution has made a very daunting and difficult task more manageable and easily rolled out.
Due to the increase in licenses and additional modules, the department is requesting an amendment to the
total contract amount.
Section 252.022 of the Local Government Code provides that procurement of sole source commodities and
services are exempt from competitive bidding if over $50,000, shall be awarded by the governing body.
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
On May 12, 2020, City Council approved a contract with Lexipol, LLC, in the not-to-exceed amount of
$131,571 (Ordinance 20-908).
On December 18, 2020, purchasing approved amendment 1 with Lexipol, LLC, in the amount of
$32,675.32.
RECOMMENDATION
Award Amendment No. 2 with Lexipol, LLC, for the customized policy management, update, and training
solutions for the Police Department, in a not-to-exceed amount of $79,000, for a total amended contract
amount of $243,246.32.
PRINCIPAL PLACE OF BUSINESS
Lexipol, LLC
Frisco, TX
ESTIMATED SCHEDULE OF PROJECT
This contract expires on May 12, 2025.
FISCAL INFORMATION
These services will be funded from the Public Safety Technology account 830003.7804. Requisition
#162293 has been entered into the Purchasing software system in the amount of $36,735.47 for Fiscal Year
2024. The total amended amount of this contract is $243,246.32.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Original Ordinance, Contract, and Amendment 1
Exhibit 3: Ordinance and Amendment 2
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Tiffany Wei, 940-349-7816.
Legal point of contact: Marcella Lunn at 940-349-8333.