Item 14 - Authorize Funding for One (1) Additional Year for a Learning Management System

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Human Resources Department www.santa-ana.org/HR Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 5, 2025 TOPIC: Authorize Funding for One (1) Additional Year for a Learning Management System AGENDA TITLE Authorize Funding for One (1) Additional Year for a Learning Management System Agreement with Meridian Knowledge Solutions, LLC RECOMMENDED ACTION Authorize funding at reduced subscription fees for one (1) additional year for the agreement with Meridian Knowledge Solutions, LLC, for the Learning Management System ("LMS") subscription at an annual rate of$30,362, and the add-on service of web-based training content at an annual rate of$42,064. GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION On June 17, 2025, City Council authorized funding for two additional years for the Learning Management System (LMS) at$34,006 annually and the add-on service of web- based training content through OpenSesame at an annual rate of$42,064 for fiscal years 25-2026 and 2026-2027. Since that request was approved, staff has negotiated a reduction in LMS service fees for the LMS at a rate of $30,362 per year. However, this reduction in rate requires acknowledgement of a third, optional year in 2027-2028. Acceptance of this new rate and optional third year allows for the City to pay the reduced fee for the LMS subscription for all three years and be able to cancel prior to the third year if the services are no longer required. Staff is requesting approval for this third, optional year in order to take advantage of the lower rate for all years. Prior to the 2027-2028 Fiscal Year, staff will evaluate the need of the LMS and cancel the subscription if it is no longer needed. Acceptance of this new rate results in a General Fund savings of $3,644 per year. The City's agreement with Meridian Knowledge Solutions auto renews unless notice of cancellation is provided prior to the new term. City staff will review service needs prior to the ending of the two year term.