Human Resources Department
www.santa-ana.org/hr
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 17, 2025
TOPIC: Authorize Funding for Two (2) Additional Years for a Learning Management System
AGENDA TITLE
Authorize Funding for Two (2) Additional Years for a Learning Management System Agreement with Meridian Knowledge Solutions, LLC (General & Non-General Funds)
RECOMMENDED ACTION
Authorize increased subscription fees for two (2) additional years for the the agreement with Meridian Knowledge Solutions, LLC, for the Learning Management System (“LMS”) subscription at an annual rate of $34,005, and the add-on service of web-based training content at an annual rate of $42,064 (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Over the past three years, the Human Resources Department (HRD) has successfully implemented a citywide Organizational Development and Training (OD&T) program supported by a Learning Management System (LMS). This LMS was provided by Meridian Knowledge Solutions. The LMS has streamlined internal course registrations, facilitated both live and online training sessions, and enabled efficient tracking of employee certifications.
The system has become integral to the City's training infrastructure, supporting internal programs such as new employee orientation, mandatory safety training, performance management, and leadership development. The LMS also provides data-driven insights that help HRD plan for employee development more effectively.
To maintain continuity of service and support the City’s ongoing training and organizational development goals, HRD recommends continuing with Meridian Knowledge Solutions and the add-on service of web-based training content through OpenSesame.
The agreement with Meridian guaranteed subscription rates through June 30, 2025, which was $30,362 for the LMS. The new annual rate for the LMS is $34,005 for the
Funding for Two (2) Additional Years for a Learning Management System June 17, 2025
5 1
1 1
next two years. The annual rate for OpenSesame is $42,064 for the next two years.
Although the Meridian software services agreement does not have a stated not-to- exceed amount, staff requests authorization to continue using the agreement for an additional two years at the rates noted above. The proposed budget for FY25-26 is sufficient to cover the annual cost for both services. Continuing services for two more years will allow HRD to continue providing a robust and scalable training platform while avoiding disruption to existing learning programs.
The City’s agreement with Meridian Knowledge Solutions auto renews unless notice of cancellation is provided to the new term. City staff will review service needs prior to the ending of the two year term.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is included in the proposed FY 2025-26 budget and funding for FY 2026-27 will be included in the proposed budget for City Council consideration.
LMS
Fiscal
Year
Accounting Unit –
Account No.
Fund
Description
Fund, Account
Description
Amount
2025-26 01109050-66511 General
Fund
Human Resources
Services – Software
Subscriptions
$34,005
2026-27 01109050-66511 General
Fund
Human Resources
Services – Software
Subscriptions
$34,005
Total $68,010
OpenSesame
Fiscal
Year
Accounting Unit –
Account No.
Fund
Description
Fund Description Amount
2025-26 08009052-62120 Liability &
Property Ins
Fund
Liability & Property Ins -
Safety Program -
Training
$12,619
2025-26 08209052-62120 Workers
Compensation
Fund
Workers Compensation
- Safety Program -
Training
$12,619
2025-26 01109051-62120 General Fund Human Resources
Services - Training,
Transportation, Meeting
$16,826
Funding for Two (2) Additional Years for a Learning Management System June 17, 2025
5 1
1 1
2026-27 08009052-62120 Liability &
Property Ins
Fund
Liability & Property Ins
Fund - Safety Program -
Training
$12,619
2026-27 08209052-62120 Workers
Compensation
Fund
Workers Compensation
- Safety Program -
Training
$12,619
2026-27 01109051-62120 General Fund Human Resources
Services - Training,
Transportation, Meeting
$16,826
Total $84,128
EXHIBIT(S)
1. Agreement with Meridian Knowledge Solutions, LLC
2. Two Year Extension Quote
Submitted By: Lori Schnaider, Executive Director, Human Resources Department Approved By: Alvaro Nuñez, City Manager