Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Amendment #1 to Contract 20250165 for Renewal of Absorb Software, Inc. for Learning Management System.
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Submitted By: Alaina Knofla, Acting Procurement Manager.
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Alaina Knofla, Acting Procurement Manager (PMD).
2. Parties: City of Port St. Lucie and Absorb Software, Inc.
3. Purpose: The renewal of Absorb Software ensures the continued delivery of a robust and efficient learning management system.
4. New/Renewal/Modified: Renewal.
5. Duration: 2-year term.
6. Benefits to Port St. Lucie: Enhanced workforce training Absorb Software allows City employees to access essential training materials, certifications, and professional development courses, ensuring they remain up to date with compliance requirements and best practices. In the two years since the City began using Absorb Software, staff has experienced quality service and advanced functionality that has enabled it to improve customer experience and satisfaction scores, extend the reach of training & development opportunities throughout the organization, and automate training processes to create and provide training and reporting capabilities more efficiently
7. Cost to Port St. Lucie (Annual and Potential): The annual cost for the first year is $36,629.85 and the second year is $39,193.94, bringing the Amendment #1 total to $75,823.79. The original Contract total was $59,823.99. Therefore, the new Contract total after Amendment #1 would be $135,647.78.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Amendment #1 to Contract #20250165 to renew services with Absorb Software, Inc. for Learning Management System, under City Code of Ordinances, Section 35.08(a)(16) (excepting from formal bidding “[l]icensed computer software, web-based applications and maintenance for such software and applications, so long as it is part of an existing system.”).
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Amendment #1 to Contract 20250165.
2. Move that the Council not approve Amendment #1 to Contract 20250165 and provide staff with direction.
Background: The City contracted with Absorb Software, Inc in Fiscal 2022/2023 for the first time to leverage their Learning Management System (heretofore referred as “LMS”). In the first two years of using the Absorb LMS platform, the HR Department has experienced quality service and advanced functionality that has yielded improvement to customer experience and satisfaction scores, extended the reach of training & development opportunities throughout the organization, and has automated training processes to create and provide training and reporting capabilities more efficiently.
The original Contract was not brought before Council in 2023 because it was within the City Manager’s approval threshold. However, pursuant to City Code of Ordinances, Section 35.09(a), since Amendment #1 brings the Contract total over the City’s Manager’s approval threshold, it must be authorized by City Council.
Issues/Analysis: This proposed agenda item seeks to renew the continued utilization and effectiveness of the software, assess the impact on organizational training goals, and discuss the renewal or potential enhancements to further align with operational needs.
Financial Information: General Funds / HR / Computer Software & Accessories 001-1310-552201
Special Consideration: N/A.
Location of Project: Throughout the City.
Attachments:
1. Original Agreement.
2. New Contract
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 25128-02.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Senior Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.