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HomeMy WebLinkAboutItem 11l - Mobile App Services Agreement Amendment DATE: June 17, 2025 TO: Honorable Mayor and City Council FROM: Roy Nakamura, Police Chief By: Amber Abeyta, Management Analyst SUBJECT: AMENDMENT TO THE MASTER SAAS AND SERVICES AGREEMENT WITH SHARP PERFORMANCE FOR MOBILE APP SERVICES FOR FISCAL YEAR 2025-26, IN AN AMOUNT NOT TO EXCEED $43,010 CEQA: Not a Project Recommendation: Approve SUMMARY The Police Department wishes to amend the Master SaaS and Services Agreement with Sharp Performance to include the use of their mobile app, which focuses on law enforcement personnel wellness and preventative care. It is recommended that the City Council approve Amendment No. 1 to the Master SaaS and Services Agreement with Sharp Performance for mobile app services for Fiscal Year 2025-26, in an amount not to exceed $43,010. BACKGROUND Assembly Bill 178 and the Budget Act of 2022 authorized the disbursement of Officer Wellness and Mental Health grant funds by the California Board of State and Community Corrections. The funds were made available to all city and county law enforcement agencies, with the purpose of improving officer wellness and expanding mental health resources as follows: 1. Establishing officer wellness units or expanding existing officer wellness units. 2. Establishing peer support units or expanding peer support units. 3. Services provided by a licensed mental health professional, counselor, or other professional that works with law enforcement. 4. Expanding multi-agency mutual aid programs focused on officer wellness and mental health. 5. Other programs or services that are evidence-based or have a successful track record of enhancing officer wellness. In 2023, the City received Officer Wellness and Mental Health grant funds in the amount of $45,635. After conducting research on Officer Wellness and Mental Health Programs, Amendment No. 1 – Master SaaS and Services Agreement Mobile App Services June 17, 2025 Page 2 of 3 the Police Department concluded that the mobile app offered by Sharp Performance, which focuses on employee wellness and preventative care, was the most suitable choice for the Police Department and aligned with the grant funding requirements. Sharp Performance (“Sharp”) has a team of U.S. Special Operations Veterans, performance-based psychologists, and performance experts dedicated to helping professionals in high stress jobs excel. Through their mobile app, Sharp delivers a performance and developmental coaching platform tailored for first responders. Sharp’s tele-coaching platform connects high-risk professionals with coaches from high- performing backgrounds, who understand the unique demands of the job and provide proven strategies to enhance resilience, optimize performance, and sustain long-term success. The cognitive performance curriculum and adaptive training regimens used are underpinned by specialized training protocols developed in conjunction with the U.S. Military’s Special Operations teams. By focusing on proactive, performance-based strategies, Sharp empowers those who serve their communities to thrive in demanding professions. Sharp’s contracted agencies in Los Angeles County include the Cities of Alhambra, Gardena, Hawthrone, Inglewood, Monterey Park, Redondo Beach and San Marino. DISCUSSION Effective May 9, 2024, the Police Department entered a Master SaaS and Services Agreement with Sharp to utilize their mobile app for one-year. The Agreement covered 97 authorized users, which included 71 sworn officers and 26 civilian employees. Sharp was procured as a sole source provider based on their proprietary service, as their mobile app’s content and methodologies are copyrighted and otherwise, not available in the marketplace. The total cost for the one-year Agreement was $29,100, which is within the City Manager’s signature authority. The Agreement was approved and processed in compliance with the City’s procurement policy. The Officer Wellness and Mental Health grant funds fully covered the cost of the Agreement, leaving a remaining balance of $16,535. Personnel from the Police Department received in-person training conducted by Sharp professionals, which encompassed all the services available through the mobile app. Each team member downloaded the app onto their personal cellphones to ensure privacy. The mobile app offered subscription and professional services, which included: • Unlimited access to Sharp coaches and chaplains; • Sharp self-paced exercises and training; and • Collaboration with Sharp to create a customized resource directory. The resource directory is specifically designed to meet individual needs and support mental health and wellness goals, focusing on the unique requirements of law enforcement professionals, including both sworn officers and civilian staff. Amendment No. 1 – Master SaaS and Services Agreement Mobile App Services June 17, 2025 Page 3 of 3 Since the Sharp mobile app was well-received by Police Department personnel and there is a remaining balance of grant funds in the amount of $16,535 that must be expended by December 2025, the Department would like to amend the Agreement with Sharp for an additional one-year period covering Fiscal Year 2025-26. The amended Agreement will continue to provide the same services outlined above to Department personnel. Additionally, the program will include spouses of Department personnel, recognizing the vital role families play in the well-being of law enforcement members. This initiative provides spouses access to stress management tools, wellness tracking, and personalized recommendations, enhancing support for Department personnel. The goal is to improve the mental health and resilience of the entire family unit, fostering a healthier home environment and a more effective workplace. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The total cost for the Sharp Performance mobile app is $43,010 with $16,535 of the costs funded by the Officer Wellness and Mental Health grant. The remaining balance of $26,475 will be sourced from the Fiscal Year 2025-26 General Fund Operating budget. Sufficient funds are included in the adopted budget to cover this expense. 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 an amendment to the Master SaaS and Services Agreement with Sharp Performance for mobile app services for Fiscal Year 2025-26, in an amount not to exceed $43,010. Attachments: Master SaaS and Services Agreement dated May 9, 2024 Proposed Amendment No. 1 AMENDMENT NO. 1 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE ARCADIA POLICE DEPARTMENT AND SHARP PERFORMANCE This Amendment No. 1 ('"Amendment") to the Professional Services Agreement ("Agreement") is made May 1st, 2025, ("this Amendment's effective date"), between the Arcadia Police Department, and Sharp Performance (collectively, "Parties" or individual, "Party"). RECITALS WHEREAS, on May 9th, 2024, the Arcadia Police Department and Sharp Performance entered into the Agreement for services, for a term of 1 year, with a fee cap of $29,100, to provide performance coaching services to the personnel of the Arcadia Police Department; and WHEREAS, on or about May 1st, 2025, the Parties agree to execute Amendment No.1 to the Agreement which amended Counsel's address; and WHEREAS, the Arcadia Police Department desires to continue the services provided by Sharp Performance for any additional term of 1 year; and WHEREAS, there is a need to increase the annual fee in the Agreement to $43,650. WHEREAS, for accounting and billing purposes, the parties agree to amend the Agreement to reflect a prorated start date of May 1st, 2025, such that fees for the initial partial month shall be calculated on a prorated basis from May 8th, 2025 through the end of that month; AGREEMENT The Arcadia Police Department and Sharp Performance agree as follows: I.This Amendment to the original Agreement is effective May 1st, 2025, for a term of 1 Year. The Parties further agree that Order Form (Schedule A) is amended to reflect eligible users and the new fee amount. II. Except as provided above, all other provisions, terms, and conditions of the Agreement remain unchanged and continue in full force and effect DR A F T WHEREFORE, the Parties signed this Amendment on the date set forth opposite their signatures. SHARP PERFORMANCE, INC. THE CITY OF ARCADIA By:__________________________ Benjamin Curley, CEO/ President Date:________________________ CONCUR By:____________________________ John Bonomo Captain, City of Arcadia c/o Roy Nakamura Chief of Police, City of Arcadia Date:__________________________ By:__________________________ Dominic Lazzaretto, City Manager Date:________________________ ATTEST: By:____________________________ Rachelle Arellano, Assistant City Clerk Date:__________________________ APPROVED AS TO FORM By:____________________________ Michael J. Maurer, City Attorney Date:__________________________ 05 / 07 / 2025 DR A F T DR A F T DR A F T