REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 6, 2026
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Contract with Lexipol, LLC for Policy Manual Management System Enhancement and Maintenance
End
RECOMMENDATION(S)
Recommendation
Approve Contract with Lexipol, LLC for a subscription to a web-based policy manual management system, in an amount not to exceed $662,070, for the five-year period of November 1, 2026 through October 31, 2031.
(Presenter: Carolina Mendoza, Chief Deputy Director, 387-0640)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The total five-year contract cost for the policy manual management system is $662,070. A breakdown of this cost is reflected in the following table:
|
Description |
2026-27 |
2027-28 |
2028-29 |
2029-30 |
2030-31 |
Totals |
|
Implementation Fee |
$154,090 |
$0 |
$0 |
$0 |
$0 |
$154,090 |
|
Subscription Fee |
$99,320 |
$102,165 |
$102,165 |
$102,165 |
$102,165 |
$507,980 |
The implementation fee is a one-time cost for Lexipol, LLC’s (Lexipol) creation of a department-specific platform to be used by the parties to update existing and create new Sheriff/Coroner/Public Administrator (Department) policy. The annual subscription fee is for use and maintenance of the customized policy manuals developed by Lexipol. Sufficient appropriation is available in the Department’s 2026-27 budget. Appropriation for subsequent year costs will be included in future recommended annual budgets.
BACKGROUND INFORMATION
Lexipol provides a comprehensive, web-based law enforcement policy manual management system designed specifically for public safety agencies. The system includes more than 155 policies written by public safety attorneys and subject matter experts. Lexipol’s services include providing continuous policy updates reflecting changes in federal and state law, court rulings, training requirements, and best practices. The services also include mobile access to daily training to reinforce law enforcement staff’s knowledge of Department policies and reduce organizational liability.
The Department’s current policy manual consists of six volumes, that are manually reviewed and updated by Department personnel as needed. This process is time-consuming and labor-intensive. The Department’s existing policy manual will be compared with Lexipol’s state-specific policies, updated as needed, and incorporated into the Lexipol system. Lexipol’s policy manual management system would improve the Department’s current process by proactively updating policies as legislative, statutory, and case law changes occur; enhancing and centralizing access to policies and training materials for Department personnel; and improving administrative efficiency through Lexipol’s electronic policy distribution and tracking.
PROCUREMENT
The Department researched vendors that provide policy-writing assistance and offer a system in which policies can be created, updated, and centralized via an online platform. As part of its research, the Department consulted with other County departments that have implemented Lexipol. Based on this research and its functional specifications, the Department determined that Lexipol is the only vendor that can provide a comprehensive, web-based platform with content customized to the Department and state-specific policy content within a single platform and application. The Purchasing Department concurs with the non-competitive procurement of services with Lexipol for policy manual system management, development, and maintenance.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Grace B. Parsons, Deputy County Counsel, 387-5455) on September 14, 2026; Purchasing (Jason Cloninger, Lead Buyer, 387-0321) on September 9, 2026; and County Finance and Administration (Erika Rodarte, Administrative Analyst, 387-4919) on September 21, 2026.