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RES 2021-0031 - Payment to Lexipol for PoliceOne Academy Online Training Subscription for OPD City Clerk Office Use Only: ��!�� 2 a Publication Date (i applicable): RESOLUTION NO. i J J Agenda Date: r 12_ 2021 Department: . )I Submitter: L/(IlLf Qi±b CITY OF OMAHA LEGISLATIVE CHAMBER Omaha, Nebraska RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA: WHEREAS, Lexipol submitted a quote for the PoliceOne Academy Online Training Subscription for the Omaha Police Department; and, WHEREAS, Lexipol is a sole source vendor, providing a unique and non-competitive article, and as provided in Chapter 5.16 of the Home Rule Charter 1956 as amended, no competitive bidding is necessary; and, WHEREAS, Lexipol is a firm qualified to provide the products contemplated herein in the amount of $47,637.50; and, WHEREAS, the Mayor has recommended the authorization of this payment. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA: THAT, as recommended by the Mayor, the purchase based upon the quote from Lexipol in the amount of $47,637.50, for the PoliceOne Academy Online Training Subscription, providing a unique and non- competitive product, and as provided in Chapter 5.16 of the Home Rule Charter 1956 as amended, is hereby approved. BE IT FURTHER RESOLVED; THAT, the Finance Department of the City of Omaha is authorized to pay $47,637.50 for the PoliceOne Academy Subscription from Year 2020, General Fund 11111, Organization 113171 Training Unit, Account 42855 Training. S:1OPD11801ddr APPROVED AS TO FORM; &half /2 //o o EPU Y CITY ATTORNEY DATE Adopted: JAN 12 2021 Attest: k p‘rit,s5fex„teti,,,_ Approved: Mayor ACTING Douglas County Purchasing Department Unique Item Justification For City of Omaha and Douglas County Department: i OPD Requisition#: Vendor: Lexipol LLC Vendor email: .__gvelo@lexipol.com Estimated annual $47,637.50 Resolution# expenditure: (city only if over 320K) Product/Services PoliceOne Academy training courses requested: Will federal grant monies be used to fund this spend" — Yes No Place an "X" next to all entries that apply to the proposed product or service. More than one entry may apply. 1. X —The listed vendor is the original manufacturer. There are no regional distributors. (ATTACH: The manufacturer's written certification That no regional distributors exist). *NOTE: Item No. 3 must also be completed. 2. The parts/equipment are not interchangeable with similar parts/equipment of another manufacturer. (ATTACH: Memo explaining justification) 3. X This is the only known (a) parts/equipment that will meet the need of the Department or (b) service that will perform the intended functional need of the Department. ATTACH: Memo detailin the specialized function or a lication. • 4. The parts/equipment are required from this source to permit standardization. (ATTACH Memo describing the basis for standardization request.) • 5. This is the only known vendor that can supply this product. i (ATTACH: Memo explaining why no other vendor is acceptable) 6. ( ' None of the above apply. (ATTACH: Memo with detailed justification for the unique item/sole source request) Please email the following to Purchasing for review: (1) completed and signed form (2) department memo and (3) vendor quote/pricing. The undersigned requests that the competitive procurement process be waived and that the vendor identified as the supplier of the service or goods, be authorized as a unique source (sole source) for the service or goods. Department Head/Elected Official Date For Purchasing Department Only: Digitally signed by Eric Carbon Eric Carlson Date:2020.12 02 12:18:03 Approved by: -06'00' Denied by: Reason for Denial: Upon approval this iuslifrcation is valid for twc 12}years from the date of sionature and may he used to make additional purchases for the same product listed nn lhi5 form City purchases over 520 000 00 annually must have a resolution Revised 04/2019 Neb. Rev. Slat § 23-31 09 1 1 1 POLICEäj I , To:Sergeant Marcus Taylor,Omaha Police Department From:Marco DeLeon, Lexipol/PoliceOne Date: November 4, 2020 Reference:Sole Source This letter is also to confirm that PoliceOne Academy is solely owned, developed, and licensed exclusively by Praetorian Digital DBA Lexipol. There are several sole source components and features which are unique to Lexipol's PoliceOne Academy, as outlined below. PoliceOne Academy combines both an extensive training course catalog and robust learning/training management system, which offers web-based Software as a Service (Saa5) features and content resources no other company provides. The following items are key differentiators for which Lexipol is the sole source provider: 1. PoliceOne Academy: a division of Lexipol, which owns and operates PoliceOne,com, which has the largest police membership in the world with approximately 700,000 confirmed law enforcement and 1f1 resource for law enforcement professionals with over 2 million monthly visitors The breaking news, latest trends, shared resources, forum discussions and product research that are covered directly contribute to the course development process far PoliceOne Academy,ensuring that officers using our system arc trained on up-to-date information and requirements. 2. Roil call training: PoliceOne Academy award-winning Reality training and original video series are topically related, short-format law enforcement training video courses which ran be viewed in a non-linear fashion, via self-paced training or in a facilitated classroom environment (i.e. briefing), 3. PoliceOne Academy offers over 400 full-length Law Enforcement courses along with over 1200 roll-call videos. 4. A significant portion of our library of training has also been certified through the IADLEST National Certification Program (International Association of Directors of Law Enforcement Standards and Training). The IADLEST NCP program was developed by the State POST Directors across the country. The purpose is to ensure courses receiving NCP Certification were vigorously vetted by IADLEST subject matter experts to ensure they met the highest levels of quality for your departments, officers and citizens. Additionally, because these courses have received National Certification,the training is accepted in almost every state. Many of these courses are utilized by agencies to maintain best practice requirements, as well as state and national accreditations. Some examples of Nationally Certified courses include De-Escalation training and Implicit Bias training. 5. Unique video streaming: PoliceOne Academy has the capability to allow customers to upload their own training content, including videos, along with videos directly from YouTube or Vimeo through linked URLs.These videos then also utilize the same anti-skip platform video player technology as all of our other courses,ensuring users to watch the entire duration prior to accessing the associated test or quiz. a. Additionally, the system requires students stay engaged with the training by prompting them to confirm they are still present and engaged with the training if there is more than three minutes of inactivity (i.e. moving the mouse, scrolling, etc..) 6. Multiple course formats: PoliceOne Academy's extensive catalog of training provides learning through several different formats,including full length courses,single video courses and training blocks. This variety of content enables all types of learners to successfully achieve learning objectives and re-certify licenses, where applicable. 7. Lexipol has a direct and EXCLUSIVE partnership with vendors, such as Safariland, BolaWrap and Virtra,which provides automated tracking of Instructors credentialing. 8. Additional features include: A. Ability to divide personnel into groups to create ease in sending out assignments and running reports. a. Allows users to be in multiple groups(i.e. supervisor & a shift) B. Officers can upload any training records, taken outside the LMS/RMS,into the system allowing them to become part of the officer's official training record FbLICE01471E Clz 1 To:Sergeant Marcus Taylor,Omaha Police Department From; Marco DeLeon, Lexipol/PoliceOne Date: November 4,2020 Reference:Sole Source This letter is also to confirm that PoliceOne Academy is solely owned, developed,and licensed exclusively by Praetorian Digital DBA Lexipol, There are several sole source components and features which are unique to Lexipol's PoliceOne Academy, as outlined below. PoliceOne Academy combines both an extensive training course catalog and robust learning/training management system, which offers web-based Software as a Service (SaaS) features and content resources no other company provides. The following items are key differentiators for which Lexipol is the sole source provider: 1. PoliceOne Academy: a division of Lexipol, which owns and operates PoliceOne.com, which has the largest police membership in the world with approximately 700,000 confirmed law enforcement and #1 resource for law enforcement professionals with over 2 million monthly visitors. The breaking news, latest trends, shared resources, forum discussions and product research that are covered directly contribute to the course development process for PoliceOne Academy,ensuring that officers using our system are trained on up-to-date information and requirements. 2. Roll call training:PoliceOne Academy award-winning Reality Training and original video series are topically related, short-format law enforcement training video courses which can be viewed in a non-linear fashion, via self-paced training or in a facilitated classroom environment (i.e. briefing). 3. PoliceOne Academy offers over 400 full-length Law Enforcement courses along with over 1200 roll-call videos. 4. A significant portion of our library of training has also been certified through the IADLEST National Certification Program (International Association of Directors of Law Enforcement Standards and Training).The IADLEST NCP program was developed by the State POST Directors across the country. The purpose is to ensure courses receiving NCP Certification were vigorously vetted by IADLEST subject matter experts to ensure they met the highest levels of quality for your departments, officers and citizens. Additionally, because these courses have received National Certification,the training is accepted in almost every state. Many of these courses are utilized by agencies to maintain best practice requirements, as well as state and national accreditations. Some examples of Nationally Certified courses include De-Escalation training and Implicit Bias training. 5. Unique video streaming: PoliceOne Academy has the capability to allow customers to upload their own training content,including videos,along with videos directly from YouTube or Vimeo through linked URLs.These videos then also utilize the same anti-skip platform video player technology as all of our other courses, ensuring users to watch the entire duration prior to accessing the associated test or quiz. a. Additionally, the system requires students stay engaged with the training by prompting them to confirm they are still present and engaged with the training if there is more than three minutes of inactivity (i.e. moving the mouse, scrolling, etc..) 6. Multiple course formats: PoliceOne Academy's extensive catalog of training provides learning through several different formats,including full length courses,single video courses and training blocks. This variety of content enables all types of learners to successfully achieve learning objectives and re-certify licenses, where applicable. 7. Lexipol has a direct and EXCLUSIVE partnership with vendors,such as Safariland, BolaWrap and Virtra,which provides automated tracking of Instructors credentialing. 8. Additional features include: A. Ability to divide personnel into groups to create ease in sending out assignments and running reports. a. Allows users to be in multiple groups(i.e. supervisor&a shift) B. Officers can upload any training records,taken outside the LMS/RMS,into the system allowing them to become part of the officer's official training record �ccEan►E I, I- a. Functionality also allows for requiring supervisor approval before allowing external training records to be recorded. C. Provides a variety of administrative permissions,to allow for different functionality based on department approved responsibilities. a. I.e. provide first-line supervisors the ability to run reports and send out an assignment(s)to one of their deputies/officers. D. Ability to develop and build a training plan for future dates using our courses, department content, general orders,etc. a. Automation functions: Provides automated reminders to personnel throughout the allotted time frame and when an assignment is past-due. E. Training Events allows for registration and scheduling of in-person training a. Includes Instructor Tracking b. Payment Processing c. Requiring online training in combination with in-person training F. Host department policies,general orders,etc. a. i. Accountability functions include test/quiz questions and/or electronic signature confirmation. G. Reporting functions a. On-demand i. Access training records in multiple formats including: 1. On screen overview 2. Raw data export 3. Excel export 4. Certificates export b. Automated recurring reports i. Automatically forwards report of the training records to a specific person(s) in the following formats: 1. Raw data 2. Excel 3. Certificates H. Allows administrators to adjust the following abilities to meet the changing needs of the department: a. Control the flow and content of training accessible to the end-users b. Control the minimum score requirements c. Control maximum number of attempts allowed before locking a user out of a course. I. Credentials tool a. Allows for tracking of peace officer and special licensing requirements and valid dates J. Learning Plans allows for streamlining repetitive training i.e. new hires,career tracks) K. Customization of topics and courses inside customized topics a. I.e.Standard Operating Procedures L. Creation of customized notifications for both assignments and credentials M. Interactive training calendars for both administrators and the end users. If you desire additional information, don't hesitate to contact me at 415-735-2981 or visit our website at www.PoliceOneAcademy.com. /'tcVC DeLeon Sincerely, Marco DeLeon, Portfolio Leader PoliceOne Academy INTER-OFFICE COMMUNICATION Y' POLICE DEPARTMENT "To Serve and Protect" December 1, 2020 TO: Eric Carlson, Purchasing FROM: Sergeant Marcus Taylor, Training Unit SUBJECT: SOLE SOURCE— LEXIPOL/POLICEONE ACADEMY PoliceOne Academy has an excellent program that gives employees access to nationally accredited training via an online training platform that is accessible anywhere there is access to WiFi or the interne. The PoliceOne Academy includes access to the largest police-based content online training with over 1,400 video courses and 340+ hours of video-based, case-based courses that include a wide range of topics that are relevant to our profession and will assist us in ensuring our personnel have access to information that promotes best practices in the law enforcement profession. (See attached Course Catalog&Lists). All the PoliceOne training is vetted by attorneys and subject matter experts; much of the training has received National Certification through the International Association of Directors of Law Enforcement(IADLEST). Using the PoliceOne Academy program site, OPD will have the ability to utilize their videos and presentations but also customize training so that we can add OPD's own policies and pertinent considerations that are Omaha Police Department specific. The presentations can be used for Training Bulletins, Roll Call Trainings,Refresher/Remedial Training,and Training for Continuing Education Hours/In-Service Training. Supervisors will be able to utilize the PoliceOne cache of videos to assist employees that are struggling in a particular area and could even assign training as a part of their action plan to empower their employees to adhere to best practices. In addition, as the OPD Training Unit is tasked with seeking training for specific areas and various mandates, this program will give the Training Unit access to a credible and trusted source that we can use as a reference to enhance our training curriculum. This platform will enhance our overall training efforts and the management and maintenance of our training records. The training provided is audited and updated a minimum of every two (2) years. PoliceOne works seamlessly with PowerDMS based on their recent integration partnership. Lexipol is a leader in policy content and training, and PowerDMS, is a leader in content management software. In March 2020,they announced a partnership to offer an integrated platform solution for public safety agencies, streamlining policy, training and accreditation management. This arrangement has focused on a technical solution to provide seamless cross- platform access to policies and procedures, training courses, accreditation standards and other supporting documents critical to the operation of public safety agencies. The solution will reduce the time and effort required for policy and accreditation managers to move written directives and highlighted policy content between platforms. Lexipol policies, which are well-aligned with the Commission on Accreditation for Law Enforcement Agencies (CALEA) and other accrediting body standards, will be accessible and editable within PowerDMS, along with references to Eric Carlson, Purchasing December 1,2020 Page 2 standards pre-highlighted for easy compliance matching. PowerDMS documents will be accessible within Lexipol's PoliceOne Academy learning management systems so departments can include the information in the development of training courses and department surveys. With the intention of running two recruit classes in 2021, the PoliceOne program would be invaluable for the Training Unit. It will minimize the amount of time it takes to put together various training sessions for In-Service, Remedial Training, and Refresher Training, etc. while we host the Basic Academy Classes. Their videos and presentations are approved by POST (Peace Officer Standards and Training) and NLETC (Nebraska Law Enforcement Training Center) so it will assist our department in keeping up with best practices and accreditation requirements. We use a substantial amount of PoliceOne videos in OPD presentations already, so to have immediate access to their 1,400 video courses would be excellent and would increase the Training Unit's efficiency even further. Additionally, PoliceOne has a number of presentations designed to assist agencies with training their non-sworn personnel as well. Lastly, having access to an online training platform will allow the Training Unit to have the flexibility to ensure our personnel still have access to training if COVID-19 continues to be an issue. As opposed to bringing groups of employees to the academy, we will be able to upload our training presentations to PoliceOne Academy, and employees will still have the access and ability to obtain their continuing education hours. In day to day operations, officers can take training classes while in their cruisers;they will be able to start and stop the training to respond to calls for service. Upon completion of the training, the officer can start where they left off. • With the new demands on the Training Unit, we believe it would be beneficial to invest in technology since we are limited in our ability to invest in additional personnel. The PoliceOne program would cost only a small fraction of what it would cost to have one additional officer/sergeant assigned to the Training Unit. The PoliceOne Academy Program is billed based on the number of users. However, as agencies grow and have succession, they allow a swing of up to 200 users before they have to re-negotiate a price. The cost is $39.25 per employee with a $2,500 initial set-up fee. We estimate that we would need approximately 1,150 users to include our sworn, part-time, and non-sworn employees. The start-up total cost would be $47,637.50. It should be noted, I'm working with the Nebraska FOP who will be approaching the Legislature to seek an agreement for the state to pay for all law enforcement officers in the state of Nebraska to have access to PoliceOne Academy. Our neighboring states, Colorado and South Dakota, pay for their officers to have access; with the new demands for more training for law enforcement, this is a great opportunity. The FOP had a number of Senators come out to the academy for a presentation, and they are open to finding ways to provide quality training for officers. PoliceOne has verbally agreed that if the state of Nebraska ultimately ends up paying for all of the officers, they would coordinate to refund Omaha the cost of the program based on a prorated amount. Please see the attached documents for more information. MDT/ddr iiJiLEXIPOL PODUCEOH) FireRescu s '+c- ar C RBfCiI IiS01j� LocaiGov At-aoenty ACADEMY SUBSCRIPTION PLATFORM AGREEMENT Customer Name: Omaha Police Department-Central Police Headquarters Customer Address: 505 S 15th St Omaha, Nebraska 68102 Attention: Marcus Taylor Lexipol's Address: 2611 Internet Boulevard, Suite 100 Frisco,Texas 75034 Prepared By: Gilbert Velo Expiration Date: 11/30/2020 Contract & Proposal Valid Through: 1/1/2021 -12/31/2021 Signature: ��,�,`_ " Remainder of 2020 at no cost and billing waived until after 01/01/2021. Print Name: �' riJ STD- -R1C7F Title: 64414A-- Date Signed: Z f Z a Z- l PoliceOne Academy QTY DESCRIPTION UNIT PRICE EXTENDED 1,150 PoliceOne Academy Annual Rate Per User USD 39.25 USD 45,137.50 1,150 PoliceOne Academy Account Services&Setup USD 2,500.00 USD 2,500.00 PoliceOne Academy TOTAL: USD 47,637.50 The above subscription services,and when applicable, implementation services,shall be invoiced by Lexipol upon the execution of this Agreement. Discount Notes Discounts Approved for Optional Add-Ons SCOPE OF SERVICES PoliceOne Academy Training is key to improving safety and effectiveness in law enforcement agency operations. PoliceOne Academy's online training platform combines high-quality content with time-saving features to help your training resources go further. • 24/7 access to online learning, allowing your officers to train when it's convenient • Hundreds of full-length courses and thousands of videos built for micro-learning • Reports to help you monitor and track training completion, compliance and license renewal • Acceptance as a Certified Training Provider and for continuing education in many states • Ability to upload and build your own content and create personalized learning plans TERMS & CONDITIONS Billing: A yearly subscription billing period begins at the effective starting date of service as stated above.A payment is due in full at the beginning of the 12-month period unless otherwise specified. Renewal:Term of subscription will be automatically renewed upon contract end date using current rate card rates at the time of renewal, unless written notice of non-renewal is received at least sixty-days prior to contract end date. Cancellation: Contract cannot be cancelled prior to effective contract end date. Department Personnel Use Ong Passwords and videos can be used by department personnel during the term of the subscription. Sharing department login access to the PoliceOne Academy or CorrectionsOne Academy or FireRescueOne Academy or EMSOne Academy or any downloaded or video content with other departments is expressly prohibited.Any violation of this policy will result in revocation of department access. Service Agreement: The terms of this Order Form ("Order Form") and the Master Subscription Agreement("MSA") located at https://www.lexipol.com/lms-master-service-agreement/ between the Customer and Praetorian Digital govern the use of the Praetorian Digital Academy learning management system and related services. By executing this Order Form, Customer agrees to the terms of this document and the MSA. RESOLUTION — ORDINANCE BACKGROUND To: Department Directors From: Deputy Chief Michelle Bang Police Services Bureau Date: December 2, 2020 1. Chief Schmaderer 2. Law Department 3. Finance Department 4, Mayor's Office R • Please sign attached resolution and forward to the next Department for signature using this check sheet as a guide. Please call Daneen at x6158 after signature and when forwarding. Thank you. Subject: Resolution authorizing the payment to Lexipol in the amount of $47,637.50 the PoliceOne Academy Online Training Subscription Initiated by: Sergeant Marcus Taylor, x4501 Contact Person: Captain Ed Reyes, x5633, Sergeant Marcus Taylor, x4501 Funding: OPD Operating Budget Reviewed by Law: Deputy City Attorney, Michelle Peters