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 §84308 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.
Authorize Funding for One (1) Additional Year for a Learning Management System August 5, 2025
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ENVIRONMENTAL IMPACT
The consideration and approval of the proposed action do not constitute a project under the California Environmental Quality Act.
FISCAL IMPACT
If the City Council approves the recommendation, staff anticipates the following costs over the next three years. Funding is available in the FY25-26 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration.
LMS (Meridian)
Fiscal
Year
Accounting Unit –
Account No.
Fund Description Fund, Account
Description
Amount
Contract (2-Year Term) - Approved on June 17, 2025*
2025-26 01109050-66511 General Fund Human Resources
Services – Software
Subscriptions
$30,362
2026-27 01109050-66511 General Fund Human Resources
Services – Software
Subscriptions
$30,362
Optional Additional Year Funding – Recommended
2027-28 01109050-66511 General Fund Human Resources
Services – Software
Subscriptions
$30,362
Additional Year Funding Total $30,362
Grand Total Over Three Years $91,086
* The previously approved two-year contract term rate was $34,006.
Web-based training content (OpenSesame)
Fiscal
Year
Accounting Unit –
Account No.
Fund
Description
Fund, Account
Description
Amount
Contract (2-Year Term) - Approved on June 17, 2025
2025-26 08009052-62120 Liability &
Property Ins
Fund
Liability & Property
Ins – Safety Program
– Training,
Transportation,
Meeting
$12,619
2025-26 08209052-62120 Workers
Compensation
Fund
Workers
Compensation -
Safety Program –
$12,619
Authorize Funding for One (1) Additional Year for a Learning Management System August 5, 2025
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Training,
Transportation,
Meeting
2025-26 01109051-62120 General Fund Human Resources
Services - Training,
Transportation,
Meeting
$16,826
2026-27 08009052-62120 Liability &
Property Ins
Fund
Liability & Property
Ins – Safety Program
– Training,
Transportation,
Meeting
$12,619
2026-27 08209052-62120 Workers
Compensation
Fund
Workers
Compensation -
Safety Program –
Training,
Transportation,
Meeting
$12,619
2026-27 01109051-62120 General Fund Human Resources
Services - Training,
Transportation,
Meeting
$16,826
Optional Additional Year Funding – Recommended
2027-28 08009052-62120 Liability &
Property Ins
Fund
Liability & Property
Ins – Safety Program
– Training,
Transportation,
Meeting
$12,619
2027-28 08209052-62120 Workers
Compensation
Fund
Workers
Compensation -
Safety Program –
Training,
Transportation,
Meeting
$12,619
2027-28 01109051-62120 General Fund Human Resources
Services - Training,
Transportation,
Meeting
$16,826
Additional Year Funding Total $42,064
Grand Total Over Three Years $126,192
Authorize Funding for One (1) Additional Year for a Learning Management System August 5, 2025
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EXHIBIT(S)
1. Agreement with Meridian Knowledge Solutions, LLC
2. Third Optional Year Quote
Submitted By: Lori Schnaider, Executive Director of Human Resources Approved By: Alvaro Nuñez, City Manager