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HomeMy WebLinkAboutItem 11g - Fire Department Policy Implementation and Management Services
DATE: May 7, 2024
TO: Honorable Mayor and City Council
FROM: Chen Suen, Fire Chief
By: Cody Cerwin, Deputy Fire Chief
Maria Lourdes Taylor, Sr. Management Analyst
SUBJECT: CONTRACT WITH LEXIPOL TO PROVIDE POLICY IMPLEMENTATION
AND MANAGEMENT SERVICES FOR THE FIRE DEPARTMENT IN THE
AMOUNT OF $40,221 AND AN ANNUAL SUBSCRIPTION COST OF
$12,192
CEQA: Not a Project
Recommendation: Approve
SUMMARY
Personnel and Administrative Policies provide the foundation and guidance for all
operations of the Arcadia Fire Department. Therefore, it is vital to be consistent with ever-
changing legislative updates and case law to help reduce risk and liability. Maintaining
and updating these policies has been completed in-house over the years; however, it has
since been determined that contracting with Lexipol, a leader in policy management
services, is the more feasible and effective alternative to ensure timely updates. Lexipol
has been utilized by the Police Department for many years and has proven to be a
valuable partner in maintaining highly-important policies. Lexipol was selected by utilizing
Sourcewell, a national cooperative purchasing program, enabling the City to streamline
the procurement process and obtain the most competitive price possible (see
attachments for Sourcewell contract and Lexipol’s bid pricing). The contract expires on
March 23, 2026, with an option to extend it for one additional year.
The initial contract payment of $17,077 will be paid during FY 2023-24, with the remaining
contract balance and the annual subscription payments to be paid during the subsequent
fiscal years, as part of the Citywide annual budget process. It is recommended that the
City Council approve, authorize, and direct the City Manager to execute the contract with
Lexipol to provide policy implementation and management services for the Fire
Department, in the amount of $40,221 plus an annual subscription cost of $12,192.
DISCUSSION
Historically, the Fire Department’s 180 operational policies have been produced in-house
by the Fire Chief, due to the significance and compulsory nature of their content. While
Contract for Policy Implementation and Management Services
May 7, 2024
Page 2 of 3
this approach has worked fairly well, this process has become increasingly challenging
and impractical to sustain as new legislation and case law have changed more frequently.
Missing important legislation or case law updates that could affect training policies and
procedures poses a significant risk to the organization.
For the past two years, staff has been researching reasonable alternatives to address this
issue and concluded that outsourcing policy implementation and management services
would be the most sustainable choice. The Fire Department has opted to utilize Lexipol
for this service, an industry leader in policy development and maintenance, which also
offers a comprehensive policy implementation and management tool.
Lexipol is a subscription-based online learning and policy training system that provides
baseline policies that are vetted by legal experts and includes best practices. These
policies can be revised so they are adaptable for individual agencies. Lexipol also sends
continuous updates as case law and legal requirements change, allowing the Fire
Department to alter its policies quickly and administer new training to Fire personnel.
Essentially, their service would be customized to fit the Fire Department’s specific policy
needs and includes scenario-based daily training bulletins with personnel tests to
reinforce and prove policy comprehension. The system would be accessible online and
through mobile devices, provide real-time updates as well as a supplemental manual that
integrates the Department’s procedural content into sections of the policy manual.
Lexipol has been in business for 19 years and is the industry-leader in providing policy,
procedure, and online training for public safety. The expertise of Lexipol is demonstrated
through their comprehensive, state-specific public safety policy manuals backed by daily
training, to reinforce policy understanding and use. Presently, Lexipol serves more than
800 public safety and local government organizations nationwide. With Lexipol’s long-
standing credentials, they are more than capable of supplying high-quality policy
implementation and management services specific to the Arcadia Fire Department.
The Police Department has successfully utilized Lexipol for many years, and as a result,
the number of claims against the City and incidents involving policy violations has
decreased. Lexipol has been an effective training tool as well as a strong legal defense,
with the policies being updated regularly and fast-tracked to all staff.
Lexipol’s total contract amount is $40,221, which includes the initial subscription set-up
($17,077) and the system’s full implementation ($23,144). Following initial
implementation, there is an annual subscription fee of $12,192. The annual subscription
fee is to ensure that policy updates and best practices are implemented and maintained.
After exploring possible purchasing options, piggybacking through Sourcewell, a national
cooperative purchasing program, allows the City to streamline the procurement process
and receive the best price possible. The contract expires March 23, 2026, with an option
to extend for one additional year.
Cognizant of the Fire Department’s current Operating Budget limitation, Lexipol is willing
to extend its contract payment term for two Fiscal Years (FY 2023-24 through FY 2024-
Contract for Policy Implementation and Management Services
May 7, 2024
Page 3 of 3
25), with an annual subscription fee thereafter. After the current mid-year budget review,
the Fire Department realized some savings from its Contract Services account that is best
utilized to partially fund Lexipol’s implementation cost of $17,077. The remaining balance
of the $23,144 will be paid from the proposed FY 2024-25 Fire Operating Budget, and the
annual subscription of $12,192 will be budgeted in the subsequent fiscal years. To cover
the contract cost for FY 2024-25 and thereafter, funding would be proposed as part of the
Citywide annual budget adoption.
Based on the foregoing, it is recommended that the City enter into an agreement with
Lexipol for policy development and maintenance services for the Fire Department.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the
environment.
FISCAL IMPACT
Lexipol’s total contract amount to provide policy implementation and management
services for the Fire Department is $40,221. A portion of this total cost, in the amount of
$17,077, is available in the current FY2023-24 Fire Operating Budget. The remaining
balance of $23,144 would be paid from the proposed FY 2024-25 Fire Operating Budget,
and the annual subscription cost of $12,192 from the subsequent fiscal year budgets.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project under the California Environmental Quality Act (“CEQA”); and approve, authorize,
and direct the City Manager to execute the contract with Lexipol to provide policy
implementation and management services for the Fire Department in the amount of
$40,221 and an annual subscription cost of $12,192.
Attachments: Sourcewell Contract #011822
Lexipol Master Service Agreement
011822-LXP
Rev. 3/2021 1
Solicitation Number: RFP #011822
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Lexipol, LLC, 2611 Internet Blvd., Suite 100, Frisco, TX 75034 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Public Safety Training and Simulation Equipment and
Technology from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts
(Participating Entities).
1.TERM OF CONTRACT
A.EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B.EXPIRATION DATE AND EXTENSION. This Contract expires March 23, 2026, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C.SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
2.EQUIPMENT, PRODUCTS, OR SERVICES
A.EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
011822-LXP
Rev. 3/2021 2
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Supplier’s dealers
and distributors must agree to assist the Participating Entity in reaching a resolution in any
dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends
beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
011822-LXP
Rev. 3/2021 3
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;
x Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
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Rev. 3/2021 4
x Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity’s
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government-
owned facilities, including schools. Supplier’s employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
011822-LXP
Rev. 3/2021 5
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum; the terms of which will be negotiated directly between the
Participating Entity and the Supplier. Any negotiated additional terms and conditions must
never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and
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Rev. 3/2021 6
x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, supply issues, customer
issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department);
x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number;
x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be
011822-LXP
Rev. 3/2021 7
mailed to the address above “Attn: Accounts Receivable” or remitted electronically to
Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract’s expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If
Supplier’s Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
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Rev. 3/2021 8
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party.For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or
omission in the performance of this Contract by the Supplier or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications. Sourcewell’s
responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota
Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell’s relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Supplier’s trademarks in advertising and promotional materials for the
purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in
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advertising and promotional materials for the purpose of marketing the Parties’ relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party’s trademarks only in good faith and in a dignified manner consistent with
such party’s use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party’s reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office (“ISO”) Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
011822-LXP
Rev. 3/2021 12
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer’s Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional
Liability. During the term of this Contract, Supplier will maintain coverage for all claims
the Supplier may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to Supplier’s professional services required
under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier’s
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data – including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
011822-LXP
Rev. 3/2021 13
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier’s commercial
general liability insurance policy with respect to liability arising out of activities, “operations,” or
“work” performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
011822-LXP
Rev. 3/2021 14
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending
Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing
regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction”). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
011822-LXP
Rev. 3/2021 15
the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that “funding agreement,” the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements,” and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
011822-LXP
Rev. 3/2021 16
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
011822-LXP
Rev. 3/2021 17
records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier’s personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by an Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
011822-LXP
Rev. 3/2021 18
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
days’ written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier’s
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell Lexipol, LLC
By: __________________________ By: __________________________
Jeremy Schwartz Van Holland
Title: Chief Procurement Officer Title: Chief Financial Officer
Date: ________________________
Date: ________________________
Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 011822 Vendor Name: Lexipol, LLC
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Bid Number: RFP 011822 Vendor Name: Lexipol, LLC
MASTER SERVICE AGREEMENT
Agency's Name:Arcadia Fire Department (CA)
Agency's Address:710 S Santa Anita Ave
Arcadia, California 91006
Agency's Sourcewell Member ID:93725
Attention:Chief Chen Suen
Sales Rep:Ray Shanahan
Lexipol's Address:2611 Internet Boulevard, Suite 100
Frisco, Texas 75034
Effective Date:EFFECTIVE_DATE_DS
(to be completed by Lexipol upon receipt of signed Agreement)
This Master Service Agreement (the “Agreement”) is entered into by and between Lexipol, LLC, a Delaware
limited liability company ("Lexipol"), and the department, entity, or organization referenced above ("Agency").
This Agreement consists of:
(a) this Cover Sheet
(b)Exhibit A - Selected Services and Associated Fees
(c)Exhibit B - Terms and Conditions of Service
This Agreement is entered into subject to the terms and conditions contained in Sourcewell Contract Number
011822-LXP (the Sourcewell Contract). In the event of any conflict between the terms and conditions of this
Agreement and the terms and conditions set forth in the Sourcewell Contract, the terms and conditions of the
Sourcewell Contract shall control.
Each individual signing below represents and warrants that they have full and complete authority to bind the
party on whose behalf they are signing to all terms and conditions contained in this Agreement.
Arcadia Fire Department (CA)Lexipol, LLC
Signature:CUSTSIG_DS Signature:COUNTERSIG_DS
Print Name:CUSTNAME_DS Print Name:
Title:CUSTTITLE_DS Title:
Date Signed:CUSTDATE_DS Date Signed:COUNTERSIGDATE_DS
Exhibit A
SELECTED SERVICES AND ASSOCIATED FEES
Agency is purchasing the following:
Prorated phase 1 star t
QTY DESCRIPTION UNIT PRICE SOURCEWELL
DISC
DISC AMT EXTENDED
1 Annual Fire Policy Phase 1 Manual &
Daily Training Bulletins w/Supplemental
Publication Service w/Fire Operations
Procedures (Start: 5/1/2024 End:
6/30/2024)
USD 1,358.17 10%USD 135.82 USD 1,222.35
Subscription Line Items Total USD 135.82 USD 1,222.35
1 Fire Agency-Specific Content Extraction USD 4,070.00 10%USD 407.00 USD 3,663.00
One-Time Line Items Total USD 407.00 USD 3,663.00
USD 542.82 USD 4,885.35
Prorated phase 1 start Sourcewell Discount:USD 542.82
Prorated phase 1 start TOTAL:USD 4,885.35
Annual Fire Policy subscription
QTY DESCRIPTION UNIT PRICE SOURCEWELL
DISC
DISC AMT EXTENDED
1 Annual Fire Policy Manual & Daily Training
Bulletins w/Supplemental Publication
Service w/Fire Operations Procedures
(Start: 7/1/2024 End: 6/30/2025)
USD 13,546.00 10%USD 1,354.60 USD 12,191.40
Subscription Line Items Total USD 1,354.60 USD 12,191.40
USD 1,354.60 USD 12,191.40
Annual Fire Policy subscription Sourcewell Discount:USD 1,354.60
Annual Fire Policy subscription TOTAL:USD 12,191.40
Full Fire Implementation
QTY DESCRIPTION UNIT PRICE SOURCEWELL
DISC
DISC AMT EXTENDED
1 Fire Full Implementation USD 25,715.00 10%USD 2,571.50 USD 23,143.50
One-Time Line Items Total USD 2,571.50 USD 23,143.50
USD 2,571.50 USD 23,143.50
Full Fire Implementation Sourcewell Discount:USD 2,571.50
Full Fire Implementation TOTAL:USD 23,143.50
*Fire pricing is based on 54 Fire Authorized Staff.
Initial Term
Initial Phase 1 prorated start followed by standard 12 month agreement
The foregoing pricing has been prorated for the benefit of Agency and Agency therefore agrees that
they will waive the right to cancel this agreement until the end of the first renewal period.
Discount Notes
10% Sourcewell
Notes
Prorated Phase 1 start plus 12 month Annual subscription to be billed in May 2024 to meet the agency's needs.
Total term of the agreement is May 1, 2024 - June 30, 2025
Full Fire Implementation to be billed after July 1, 2024
Copyright © Lexipol, LLC 1995-2024
Rev. 3.1.2024
1
Exhibit B
Terms and Conditions of Service
These Terms and Conditions of Service (the “Terms”) govern the rights and obligations of Lexipol and Agency under this Agreem ent.
Lexipol and Agency may each be referred to herein as a “Party” and collectively as the “Parties.”
1.Definitions. Each of the following capitalized terms will have the meaning included in this Section. Other capitalized terms
are defined within their respective sections, below.
1.1 “Agency” means the department, agency, office, organization, company, or other entity purchasing and/or
subscribing to Lexipol Services, as may be further denoted on the cover sheet to which these Terms are attached.
1.2 “Agency Data” means all data, information, and content owned by Agency prior to the Effective Date, or
which Agency provides during the Term of this Agreement for purposes of identifying authorized users, confirming department al
information, or which are ancillary to receipt of Lexipol Services.
1.3 “Agreement” means the combination of the cover sheet (signature page); Exhibit A (“Selected Services
and Associated Fees”); this Exhibit B; and any other documents attached hereto and expressly incorporated herein by reference .
1.4 “Effective Date” means the date specified on the cover sheet (signature page), or as otherwise expressly
set forth and agreed upon by Lexipol and Agency in writing and defined as the “Effective Date.”
1.5 “Initial Term” means the period commencing on the Effective Date and continuing for the length of time
indicated on Exhibit A. If not so indicated, the default Initial Term is one (1) year from the Effective Date.
1.6 “Lexipol Content” means all content in any format including but not limited to written content, images,
videos, data, information, and software multimedia provided by Lexipol and/or its licensors via the Services.
1.7 “Services” means all products and services, including but not limited to all software subscriptions, content
licensing, professional services, and ancillary support services as may be offered by Lexipol and/or its affiliates from time to time.
2.Term; Renewal. This Agreement becomes enforceable upon signature by Agency’s authorized representative , with an
Effective Date as indicated on the cover page. This Agreement shall renew in successive one-year periods (each, a “Renewal Term”)
on the anniversary of the Effective Date unless terminated as set forth herein. The Initial Term and all Renewal Terms collectively
comprise the “Term” of this Agreement.
3.Termination.
3.1 For Convenience; Non-Appropriation. This Agreement may be terminated by Agency at any time for
convenience (including due to lack of appropriation of funds) by providing written notice to Lexipol.1
3.2 For Cause. This Agreement may be terminated by either party, effective immediately, (a) in the event the
other party fails to discharge any obligation, including payment obligations, or remedy any default hereunder for a period of more
than thirty (30) calendar days after it has been provided written notice of such failure or default; or (b) in the event that the other
party makes an assignment for the benefit of creditors or commences or has commenced against it any proceeding in bankruptcy,
insolvency or reorganization pursuant to the bankruptcy laws of any applicable jurisdiction.
3.3 Effect of Expiration or Termination. Upon the expiration or termination of this Agreement for any reason,
Agency’s access to the Services ordered pursuant to Exhibit A herein shall cease unless Lexipol has, in its sole discretion, provided for
their limited continuation. Termination or expiration of this Agreement shall not, however, relieve either party from any obl igation
or liability that has accrued under this Agreement prior to the date of such termination or expiration, including payment obligations.
1 Note: fees paid for Online Services (as defined herein) are not eligible for refund, proration, or offset in the event of Agency’s termination for
convenience as Online Services are delivered in full as of the Effective Date. Fees pre-paid for Professional Services may be eligible for offset to the
extent such Services have not been delivered by Lexipol to Agency.
Copyright © Lexipol, LLC 1995-2024
Rev. 3.1.2024
2
4.Fees; Invoicing. Lexipol will invoice Agency at the commencement of the Initial Term and thirty (30) days prior to the
commencement of each Renewal Term, if applicable. Agency agrees to remit payment within thirty (30) calendar days of receipt of
Lexipol’s invoice. Payments may be made electronically through Lexipol’s online customer portal or by mailing a check to Lexipol at
2611 Internet Blvd, Ste. 100, Frisco, TX 75034 (Attn: Accounts Receivable). Agency is responsible for all third-party fees (e.g., wire
fees, bank fees, credit card processing fees) incurred when paying electronically, and such fees are in addition to those listed on
Exhibit A. Lexipol reserves the right to increase fees for Renewal Terms following notice to Agency. All fee amounts stated in Exhibit
A are exclusive of taxes. Unless otherwise exempt, Agency is responsible for and will pay in full all taxes related to receipt of Lexipol’s
Services. If Agency is exempt, it must send its exemption certificate(s) to taxes@lexipol.com.
5.Terms of Service. The following provisions govern access to and use of specific Lexipol’s Services:
5.1 Online Services. Lexipol’s Online Services include all online services offered by Lexipol and its partners,
affiliates, and licensors. Online Services include, without limitation, Lexipol’s Policy Knowledge Management System (“KMS”),
Learning Management System (“LMS”)2, Cordico wellness application(s), GrantFinder, and Virtual Instructor-Led Training (collectively,
the “Online Services”).
5.2 Professional Services. Lexipol’s Professional Services include certain paid Services that are not part of
Lexipol’s Online Services and which require the professional expertise of Lexipol personnel and/or contractors, including
implementation support for policy manuals, technical support for online learning, accreditation consulting, grant writing 3, and
projects requiring regular input from Lexipol’s subject matter experts (collectively, “Professional Services”). Professional Services may
also be referred to as “One-Time” Services on Exhibit A.
5.3 Intellectual Property. Lexipol’s Services, and the Lexipol Content underlying such Services, are proprietary
and, where applicable, protected under U.S. copyright, trademark, patent, and/or other applicable laws . By subscribing to Lexipol’s
Online Services, Agency and its personnel receive a personal, limited, non-sublicensable and non-assignable license to access and use
such Services in conformity with these Terms . Nothing contained in this Agreement, and no course of dealing, shall be construed as
conferring any right of ownership to Lexipol’s Services or Lexipol Content. Lexipol’s policy Content may be incorporated into Agency’s
final policies4, including beyond the expiration or termination of this Agreement, but Agency may not create other Derivative Works,
share Lexipol Content with third parties, or commercialize Lexipol Content in any way. As used herein, other “Derivative Works”
include any work product based on or which incorporates Lexipol Content, including any revision, modification, abridgement,
condensation, expansion, compilation, or any other form in which Lexipol Content, or any portion thereof, is recast, transformed, or
adapted. Agency acknowledges and agrees that Lexipol shall have no responsibility to update the Lexipol Content used by Agency
beyond the Term of this Agreement and that Lexipol shall have no liability for Agency’s creation or use of Derivative Works.
5.4 Account Security. Access to Lexipol’s Services is personal and unique to Agency. Agency shall not assign,
transfer, or provide access to Lexipol Services to any third party without Lexipol’s prior written consent. Agency is responsible for
maintaining the security and confidentiality of Agency’s usernames and passwords and the security of Agency’s accounts. Agenc y will
immediately notify Lexipol if Agency becomes aware that any person or entity other than authorized Agency p ersonnel has used
Agency’s account or Agency’s usernames and/or passwords.
5.5 Agency Data. Lexipol’s use of Agency Data is limited to providing the Services, retaining records in the
regular course of business, and complying with valid legal obligations. Lexipol will use commercially reasonable efforts to ensure the
security of all Agency Data. Lexipol’s Services use the Secure Socket Layer (SSL) protocol, which encrypts information as it travels
between Lexipol and Agency. However, data transmission on the internet is not always 100% secure and Lexipol cannot and does not
warrant that information Agency transmits to or through Lexipol or the Services is 100% secure.
2 LMS Services include, but are not limited to: PoliceOne Academy, FireRescue1 Academy, EMS1 Academy, Corrections1 Academy, and LocalGovU.
3 Agency is responsible for submitting all information reasonably required by Lexipol’s grant writing team in a timely manner and always at least
five (5) days prior to each grant application submission date. Agency is responsible submissions of final grant applications by grant deadlines. Failure
to timely submit required materials to Lexipol’s grant writing team will result in rollover of project fees to next grant application cycle, not a refund
of fees. Requests for cancellation of grant writing services which have already begun will result in a 50% fee of the total value of the service.
4 NOTE: AGENCY ACKNOWLEDGES AND AGREES THAT, PRIOR TO USE OR FINAL PUBLICATION BY AGENCY, ALL AGENCY POLICIES AND DAILY
TRAINING BULLETINS (DTBs) HAVE BEEN INDIVIDUALLY REVIEWED AND ADOPTED BY AGENCY. AGENCY ACKNOWLEDGES AND AGREES THAT IT, AND
NOT LEXIPOL, WILL BE CONSIDERED THE “POLICY MAKER” WITH REGARD TO EACH AND EVERY SUCH POLICY AND DTB.
Copyright © Lexipol, LLC 1995-2024
Rev. 3.1.2024
3
6.Confidentiality. Each Party may disclose information to the other Party that would be reasonably considered confidential,
including Agency Data (collectively, “Confidential Information”). The receiving Party will: (a) limit disclosure of any such Confidential
Information to authorized representatives; (b) advise its personnel and agents of the confidential nature of the Confidential
Information and of the obligations set forth in this Agreement; and (c) not disclose any Confidential Information to any third party
unless expressly authorized by the disclosing Party. Each Party may disclose Confidential Information pursuant to a valid
governmental, judicial, or administrative order, subpoena, regulatory request, or equivalent, provided that the disclosing Party
promptly notifies, to the extent practicable, the other Party prior to such disclosure so that the other party may seek to make such
disclosure subject to a protective order or other appropriate remedy to preserve the confidentiality of the Confidential Info rmation.
7.Warranty. LEXIPOL WARRANTS THAT ITS SERVICES SHALL NOT INFRINGE THE RIGHTS OR INTELLECTUAL PROPERTY OF
OTHERS, ARE PROVIDED IN A PROFESSIONAL AND WORKMANLIKE MANNER IN ACCORDANCE WITH PREVAILING INDUSTRY
STANDARDS, AND THAT THEY SHALL BE FIT FOR THE SPECIFIC PURPOSES SET FORTH HEREIN. NOTWITHSTANDING THE FOREGOING,
LEXIPOL’S SERVICES ARE PROVIDED “AS-IS” AND LEXIPOL DISCLAIMS ALL OTHER WARRANTIES, EXPRESS, IMPLIED, OR OTHERWISE.
8.Indemnification; Limitation of Liability. Lexipol will indemnify, defend, and hold harmless Agency from and against any and
all loss, liability, damage, claim, cost, charge, demand, fine, penalty , or expense arising directly and solely out of Lexipol’s acts or
omissions in providing the Services. Each Party’s cumulative liability resulting from any claims, demands, or actions arising out of or
relating to this Agreement shall not exceed the aggregate amount of fees paid by Agency to Lexipol during the twelve-month period
immediately prior to the assertion of such claim, demand, or action. In no event shall either Party be liable for indirect, incidental,
consequential, special, exemplary damages, or lost profits.
9.General Terms.
9.1 Entire Agreement. This Agreement embodies the entire agreement between the Parties and supersedes
all prior agreements with respect to the subject matter hereof. No representation, promise, or statement of intention has bee n made
by either party that is not embodied herein. Terms and conditions set forth in any purchase order or o ther document that are
inconsistent with or in addition to the terms and conditions set forth in this Agreement are rejected in their entirety and v oid,
regardless of when received, without further action. No amendment, modification, or supplement to this Agreement shall be binding
unless it is made in writing and signed by both parties.
9.2 General Interpretation. The terms of this Agreement have been chosen by the parties hereto to express
their mutual intent. This Agreement shall be construed equally against each party without regard to any presumption or rule r equiring
construction against the party who drafted this Agreement or any portion thereof.
9.3 Invalidity of Provisions. Each provision contained in this Agreement is distinct and severable. A declaration
of invalidity or unenforceability of any provision or portion thereof shall not affect the validity or enforceability of any other provision.
Should any provision or portion thereof be held to be invalid or unenforceable, the parties agree that the reviewing authority should
endeavor to give effect to the parties’ intention as reflected in such provision to the maximum extent possible.
9.4 Governing Law. Each party shall maintain compliance with all applicable laws, rules, regulations, and
orders relating to its obligations pursuant to this Agreement. This Agreement shall be construed in accordance with, and gove rned
by, the laws of the state in which Agency is located, without giving effect to any choice of law doctrine that would cause the law of
any other jurisdiction to apply.
9.5 Assignment. This Agreement may not be assigned by either party without the prior written consent of the
other. Notwithstanding the foregoing, this Agreement may be assumed by a party’s successor in interest through merger, acquis ition,
or consolidation without additional notice or consent.
9.6 Waiver. Either party’s failure to exercise, or delay in exercising, any right or remedy under any provision
of this Agreement shall not constitute a waiver of such right or remedy.
9.7 Notices. Any notice required hereunder shall be in writing and shall be made by certified mail (postage
prepaid) to known, authorized recipients at such address as each party may indicate from time to time. In addition, electroni c mail
(email) to established and authorized recipients is acceptable when acknowledged by the receiving party.