Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: June 18, 2024
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Lexipol, LLC, through the Sourcewell Cooperative
Purchasing Network Contract Number 011822-LXP, for implementation of a citywide policy management
system for the Human Resources Department; authorizing the expenditure of funds therefor; and providing
an effective date (File 8552 - awarded to Lexipol, LLC, in the three (3) year not-to-exceed amount of
$90,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue organizational excellence and collaborative and respectful
leadership and aligns directly with the associated strategic objective to pursue and ensure quality operations
and services.
INFORMATION/BACKGROUND
The Human Resources Department (HR) aims to strengthen the City’s overall policy administration
program through the adoption of a policy management system. During the discovery process, staff were
informed about Lexipol’s policy management software, the system is currently utilized by the Denton Fire
and Police Departments. The Fire and Police Department software was implemented in 2018-2019 and staff
have reported success in using the tool to effectively track and communicate department-specific policy
updates.
Following a demonstration of the system, HR staff identified an opportunity to leverage the software and
subscription service to manage the policy review process from creation/revision to adoption, ensure
compliance with the everchanging Federal and State legal landscape, and streamline the policy management
system citywide by having all departments utilizing the same software.
Staff seeks approval to expand the policy management software to the Human Resources department
through the purchase and implementation of the Lexipol policy management software.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Estimated 3-Year Expenditure
FY24 (prorated service 7/1/24-9/30/24) $ 24,725.70
FY25 $ 30,913.20
FY26 $ 32,580.60
Contingency $1,780.50
Total $90,000.00
Pricing obtained through Lexipol cooperation Sourcewell contract. Based upon the evaluation, Lexipol was
determined to be the best value for the City.
Pricing obtained through Sourcewell Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, City Council approved the interlocal agreement with Sourcewell (Ordinance 20-197).
RECOMMENDATION
Award a contract with Lexipol, for a city-wide policy management system for the Human Resources
Department, in a 3-year not-to-exceed amount of $90,000.00.
PRINCIPAL PLACE OF BUSINESS
Lexipol, LLC
Frisco, TX
ESTIMATED SCHEDULE OF PROJECT
This is a three (3) year initial contract with implementation expected to begin in consultation with
Technology Services in early to mid-July 2024. Once implemented, the agreement will be up for renewal
in September each year.
FISCAL INFORMATION
This policy management system will be funded from the Human Resources Risk Fund account
860002.6545. Requisition #165079 has been entered into the Purchasing software system in the amount of
$24,725.70. The budgeted amount for this item is $90,000.00.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Lindsey Sanders #349-8248
Legal point of contact: Marcella Lunn at 940-349-8333