DATE: November 18, 2025
TO: Board of Supervisors
SUBMITTED BY: Kirk Haynes, Chief Probation Officer
SUBJECT: Retroactive Sole Source Agreement with Lexipol, LLC
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34) determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a Sole Source - Suspension of Competition is warranted, and that the best interests of the County would be served by entering into an agreement with Lexipol, LLC (Lexipol), as Lexipol is the only vendor that provides a comprehensive policy management solution suite that meets the requirements of the Probation Department; and
2. Approve and authorize the Chairman to execute a retroactive sole source Agreement with Lexipol for subscription-based policy management and training services, effective November 1, 2025, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $390,972.
REPORT
There is no additional Net County Cost associated with the recommended actions, which will maintain the Probation Department's access to subscription-based policy management and training services through Lexipol. The subscription provides access to copyrighted content on a proprietary, web-based Knowledge Management System (KMS), with an integrated training component, to increase policy compliance and staff safety. This item is countywide.
ALTERNATIVE ACTION(S):
The SB 978 mandate requires the Department to publish policies and procedures, which it currently maintains and publishes through Lexipol. If the recommended actions are not approved, the Department will lose access to current policies, which would create safety issues for staff, and cause the Department to be out of compliance with SB 978.
SOLE SOURCE CONTRACT:
It is requested that the County find under AP No. 34 that an exception to the competitive bidding r...
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