Title
Resolution to Approve a Professional Services Agreement with OpenSesame Inc. for an Enterprise Learning Management Subscription ($127,591.20)
Memorandum
The Information Technology (IT) Department is seeking approval of a Professional Services Agreement with OpenSesame Inc. for a three-year enterprise license subscription to the OpenSesame Plus Complete library. This subscription provides the City with access to over 20,000 curated digital training courses, covering essential topics such as cybersecurity, compliance, leadership development, and technical skills.
The proposed agreement covers 900 users at an annual cost of $38,664, totaling $115,992.00 for the three-year term (October 1, 2026, through September 30, 2029). This enterprise-wide solution ensures that all City employees have consistent access to high-quality professional development and mandatory compliance training.
Given the potential for staffing fluctuations and the requirement to add licenses for new hires as outlined in the enterprise license terms, staff recommends approving a 10% contingency of $11,599.20 to address any necessary seat adjustments or prorated additions over the contract term.
Budget/Fiscal Impact: The total cost of the three-year agreement is $127,591.20. Funding for the first year of the agreement and the associated contingency is included in the FY2027 Information Technology Department budget. Funding for subsequent years will be subject to the availability of funds in the respective fiscal year budgets.
Staff
Prepared by: Jake Chase, Applications Delivery Manager
Reviewed by: Joshua Baron, IT Director
Reviewed by: Kim Hoenerhoff, Financial Analyst
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor requires comprehensive digital training resources to ensure employee compliance, professional development, and technical proficiency;
Whereas, OpenSesame Inc. provides a curated library of over 20,000 courses through its OpenSesame Plus Complete subscription, which integrates with the City’s existing learning infrastructure;
Whereas, The proposed three-year Professional Services Agreement provides an enterprise license for 900 users at a total cost of $115,992.00;
Whereas, The enterprise license terms require the City to maintain licenses for all employees and contractors, necessitating a contingency for new hire seat allocations;
Whereas, OpenSesame Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage ordinances;
Whereas, Funding for the initial term of this agreement will be accounted for in the FY2027 Information Technology budget; and
Whereas, A 10% contingency in the amount of $11,599.20 will support administrative adjustments for additional user licenses required during the contract term;
RESOLVED, That City Council approve a Professional Services Agreement with OpenSesame Inc. for an enterprise learning subscription in the amount of $115,992.00 for a three-year term (“Agreement”);
RESOLVED, That City Council authorize a 10% contingency in the amount of $11,599.20 for additional licenses if needed, subject to City Administrator approval;
RESOLVED, That the Mayor and City Clerk are authorized to sign the Agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all necessary administrative actions to implement this resolution, including execution of related additional agreements necessary to effectuate the terms of the Agreement; execution of authorized renewals and amendments not exceeding the approved expenditure amount; and termination of the Agreement as needed.