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HomeMy WebLinkAboutAgreement - Lexipol, LLC1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS September 27, 2016 Ms. Rosie Curran Lexipol, LLC 6B Liberty, Suite 200 Aliso Viejo, CA 92656 PHONE 574/235-9251 FAX 574/235-9171 RE: Agreement — Fire Department Annual Subscription for Operating Policy & Procedure Manuals and Updates and Daily Training Bulletins Dear Ms. Curran: The Board of Public Works, at its meeting held on September 27, 2016, approved the above referenced agreement in the amount of $9,750.00, Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, .1't_.,�..a� Linda M. Martin, Clerk Enclosure c: Todd Skwarcan, Fire Department GARY A. GILOT DAVID P. RELOS ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU Leximl PREDICTABLE IS PRE W N IA13LL' INDIANA FIRE POLICY MANUAL & DAILY TRAINING BULLETINS Presented to: South Bend Fire Department Lexipol 613 Liberty, Suite 200 Aliso Viejo, California 92656 949.484.4444 www.lexipol.com Rosie Curran Client Services Representative 949.272.5818 rcurran lexipol.com June 15 2015 Chief Stephen Cox South Bend Fire Department 1222 S Michigan St South Bend, OH 46601 Dear Chief Cox, Thank you for the opportunity to provide your Fire Department with our Policy Manual and integrated Daily Training Bulletin service. Our goal is to help our clients successfully face the evolving challenges in the world of public safety. Lexipol provides clear benefits in terms of managing, disseminating and archiving your department's policies and training records. Departments that adopt our policy subscription service have clear, effective policy manuals that reflect the true values and philosophy of their department. Lexipol is uniquely qualified to provide our Fire Policy Manual and Daily Training Bulletin service to your department. Since 2003, our proven policy and training solutions have helped public safety Departments across the country reduce risk and avoid litigation. Lexipol provides a highly cost-effective model and powerful, easy -to -use web -based tools that will support your department with: • Policies that reflect up-to-date, applicable industry standards and best practices; • Customized content for the state of Indiana; • Daily scenario -based training that reinforces department approved policies and procedures; • Regular updates to department policies as statutes, case law, and regulations change. Thank you again for your interest in Lexipol. All of us at Lexipol look forward to working with you and your team. Sincerely, Rosie Curran Client Services Representative 949.272.5818 — Office 2 LEXIPOL I COMPREHENSIVE, DEFENSIBLE POLICY AND DAILY TRAINING 02014 LeApol, LLC. All rights reserved. LEXIPOL OVERVIEW Policy Manual Development: Lexipol has created policy content that is specific to federal and Indiana state law. This content can then be customized by your department. Your department is prompted through interactive online software to develop policies standardized with regulatory requirements yet customized to the department's unique mission, philosophy and resource availability. The proprietary software allows efficient and accurate generation of your policy manual. Daily Training Bulletin Component: The training component consists of Lexipol's Daily Training Bulletins. These give your department the ability to train and test employees on its policies and procedures. The DTBs consist of a brief scenario illustrating realistic circumstances firefighter personnel typically encounter. Each scenario is linked to a policy, which puts the policy in an operational context and helps personnel understand why the policy exists and how it applies to their daily tasks. The DTB system includes a brief test, which the firefighter must pass to be credited with the DTB training. Your policy administrator will receive DTB packages (via email) monthly, with each bulletin linked to a current policy. Your department will also have the ability to create their own customized DTBs in the Lexipol system as you identify areas that require additional training. Lexipol's DTB training component allows you to track its training by firefighter, topic or policy. This information is archived electronically and can be produced immediately for current reports, or retrieved years later, thereby providing significant administrative support. Unique Qualifications: Lexipol has established a unique set of risk management tools for public safety Departments by integrating department -specific, customized policy manuals with the Daily Training Bulletin service. The Lexipol policy and training system has helped public safety Departments throughout Indiana and the country, reduce risk and stay ahead of litigation trends, while at the same time communicating clear and concise policy guidance to their employees. Proprietary System and Tools: Approximately 160 policies based on federal standards and state statutes and case law, regulatory actions, and fire best practices are available with our intuitive tool set. Your department has full editing capability to customize the manual to reflect your department's mission and philosophy. Our color -coded key reflects the origin of the content and its relative importance. The final product is a professional, well organized, easy -to -read manual online in Lexipol's Knowledge Management System and in hard copy. There is no other system in the nation that incorporates all of these features at affordable annual subscription rates. 3 LEXIPOL I COMPREHENSIVE, DEFENSIBLE POLICY AND DAILY TRAINING 02014 Lexipol, I.I.C. All rights reserved. Best 0 Updates: Lexipol provides regular updates in response to legislative mandates, case law and evolution in best practices. We also provide client alerts in response to precedent -setting court decisions or events that call for immediate changes to policy. These updates can be customized by your department to reflect your department's mission and philosophy. Adaptability: Our clients range from one to 3,500 personnel and include municipal fire departments, county fire districts, municipal and county law enforcement Departments, campus, state and federal public safety Departments. Scale: Over 1,800 public safety organizations representing more than 100,000 law enforcement and fire personnel in 20 states use the Lexipol system. Our subscriber base is one of the largest private networks of public safety policy collaborators in the nation. Archiving: Each version of your manual is archived on the Lexipol system. This is an invaluable resource in defense litigation or personnel matters that call for authenticated copies of policy or training records years after an incident. Cost Effective Development: Most small to mid -sized departments assign one firefighter or administrator to update and maintain their policy manual, which can consume 50% to 80% of the firefighter's time. A typical firefighter does not have the experience or resources to translate statutes, case law and emerging trends into usable, defensible policy in personnel issues, firefighter health and safety and HIPAA, to name a few. At Lexipol we proactively do this work for you, typically at less than 5% of the cost of a paid firefighter or administrator. Ready Access: Many departments describe their pre-Lexipol policy system as convoluted, reactive and not serving the department well. Their employees have trouble accessing the policy system because the documents are contained in disparate silos of information. 4 LEXIPOL I COMPREHENSIVE, DEFENSIBLE POLICY AND DAILY TRAINING 02014 LeApol, LLC. All rights reserved. Accreditation Feature: The Lexipol system is an excellent complement to those departments seeking to obtain or maintain accreditation. The Lexipol system addresses the vast majority of accreditation requirements, but maintains flexibility with its customization features in order to stay current with court decisions and department - specific changes. Lexipol has a unique accreditation feature — a specialized system which allows mapping specific accreditation requirements within Lexipol policy sections and subsections. Departments seeking to meet accreditation requirements simply activate this feature, and are able to add any accreditation standard that applies to that section. When used in conjunction with Lexipol's easy -to -use editing tools, departments can update policies to meet accreditation standards at their discretion. Lexipol's accreditation feature also aids in making the accreditation process easier with its reporting abilities. Reports can be quickly and accurately created to reflect current policy compliance with specified accreditation standards. Training Support: Your assigned policy administrators may attend any and all online training sessions (which can be repeated as many times as necessary): 1. Knowledge Management System (KMS) Training — which is your portal for policy editing and development and 2. Project Management session — which will introduce your Policy Manager to the Lexipol Electronic Client Toolkit (ECT) and the Project Management Guide (PMG). Our Project Management Guide and Electronic Toolkit are included in the Lexipol subscription fee, and will aid your department in completing your manual in a timely fashion. Our Project Management Guide provides tips and guidelines on how to achieve this goal. The Electronic Toolkit contains "best practices" examples that may give your department some ideas as to how others have implemented the manual. Our Program Development and Customer Service teams are also available throughout the development process to provide guidance and answer questions. 5 LEXIPOL I COMPREHENSIVE, DEFENSIBLE POLICY AND DAILY TRAINING 02014 Lexipd, L-C. All rights reserved. SOUTH BEND FIRE DEPARTMENT-INDIANA Fire Policy Manual & Daily Training Bulletins Based on 250 career 1stYear Subscription Fee — $9,563.00 includes a 15% Lexipol Discount (This fee includes all development tools, policy updates, Daily Training Bulletins and the Lexipol Forum) Annual Subscription Fee — $9,750.00 (Billed Year 2 — This fee includes all development tools, policy updates, Daily Training Bulletins and the Lexipol Forum) Services included in the Lexipol Policy Manual and Daily Training Bulletin annual subscription: • Access to Indiana Fire Policy Manual • Use of Proprietary System — Knowledge Management System (KMS4) • Customization Tools — Editing & Customization — Archiving - Reporting — Tracking — Workflow Tools • KMS Training • Project Management Training • Daily Training Bulletin Training • Support Forum • Accreditation Tools — Mapping standards to Policies • Policy Updates — Release Notes — edits, side by side comparison, detailed notes with marked changes, explanation and recommendation. • Daily Training Bulletin Component (120 Unique DTBs Annually) — Tracking - Reporting • Customer Service Support APPROVED Board of Public Works 6 LEXIPOL I COMPREHENSIVE, DEFENSIBLE POLICY AND DAILY TRAINING ©2014 Lexipol, LLC. All rights reserved. LEXIPOL'S ADDITIONAL SERVICES Lexipol offers the following optional services to assist your department with implementing and managing your Lexipol Policy Manual: Supplemental Publication Service (Optional) This service allows your organization to electronically link department -specific procedural content to your policy manual in Lexipol's KMS4 platform. Additional non - policy content can include such items as SOGs, SOPS, General Orders, Procedural Content, etc. Daily Training Bulletin Management (Optional) Lexipol can manage your entire DTB program to take some of the workload off of your staff. Our specialists are trained in the DTB authoring process and understand how to maximize the value and applicability of the DTBs to your department. Policy Manual Update Administration (Optional) Lexipol can handle all aspects of policy updates for your subscribed policy manuals (up to final approval) allowing you more time to focus on the needs of your department. Lexipol's process allows our specialists to maintain a deep knowledge of your specific manual(s), ensuring that all updates are properly integrated with your unique, customized policy manual. Implementation Services (Optional) Lexipol offers customized start -to -finish project management from a dedicated member of our team. Regardless of your needs, budget or timeline, Lexipol has flexible implementation solutions to meet your organization's unique needs. For more information or pricing on our optional services, call me to discuss next steps We look forward to serving your department! Best, Rosie Curran Phone: 949.272.5818 Web: www.Lexipol.com Email: rcurran(a.lexpol.com 7 LEXIPOL I COMPREHENSIVE, DEFENSIBLE POLICY AND DAILY TRAINING 02014 LeApol, LLC. All rights reserved. BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 9/7/16 BPW Date 9/27/16 Department Fire Phone 9255 Name Todd Skwarcan, A/C Chief/Services o Legal ® Attorney Name Michael Schmidt a� o m Controller review is required for all Contracts $5,000.00 or more o Controller Eland greater than one year in length per the City Purchasing o Policy (ifco Purchasing ❑ Check the Appropriate Item Tvpe — Reauired for All Submissions ❑ Agreement I ❑ Contract ❑Proposal ❑ Addendum ❑ Claim ❑ Bid Opening ❑ Bid Award I ❑ Req. to Advertise I ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Chg Order No. ❑ C/O & PCA No. ❑PCA ❑ Ease./Encroach. ❑ Traffic Control Resolution ❑ Other: Required Information Company or Vendor Name Lexipol New Vendor [—]Yes ® No ❑ If Yes, Approved by Purchasing MBEM/BE Contractor ❑ MBE ❑ WBE Project Name Project Number Funding Source Other Professional Services Account No. 101.0901.422.31-06 Amount $ 9750.00 Terms of Contract Annual Purpose/Description Annual subscription that provides SBFD operating policy & procedure manuals and updates.and daily training bulletins. (Budget transfer required) For Change Orders Only Amount of ❑ ❑ Increase Decrease $ 1 $ Previous Amount $ Current Percent of Change: % New Amount $ Total Percent of Change: % PO No. Copy Original ❑ ❑ El E Dispersal After Approval Cox