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APPROVE MOTION TO ENTER INTO A NEW CONTRACT WITH APPLIED OFFICE FOR CITYWIDE COMPUTER TRAINING SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a Professional Services Contract to Applied Office for a term of three (3) years with the option of two (2) one-year renewals for citywide computer training services. The total contract amount is $166,320 for the first three years, with two (2) one-year optional renewals, estimated at $55,440 per year;
2. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process; and
3. Authorize the City Manager, or designee, to take necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
On February 24, 2025, the City issued a Request For Proposals (RFP) for computer training services under a three-year contract (PUR-25-024). On April 10, 2025, six proposals were received, with Applied Office submitting the most comprehensive and qualified proposal (Attachment A). The citywide computer training program provides instructor-led in-person or virtual group applications and features training for City staff on core business applications.
The recommended motion authorizes the purchase and acquisition of a three-year contract for computer training services from Applied Office (Attachment B), for a total cost of $166,320 and two (2) one-year optional renewals at an estimated cost of $55,440 per year (Attachment C).
DISCUSSION
Background
The Information Technology (IT) Department oversees computer training for all City employees. Courses are related to core business applications (e.g., Outlook for email, SharePoint, OneDrive, Microsoft Teams, and other Office productivity tools). All courses are instructor-led and can be offered both in-person and virtually.
Over the last few years, the City of Stockton has deployed a suite of modern technology tools to increase office productivity. To ensure effective use of these tools, the IT Department previously solicited, evaluated, and selected a qualified training consultant through the Request For Proposals (RFP) process. As a result of the previous RFP process, the current contract with Applied Office was awarded and approved under Motion 2020-08-11-1105 and expires on September 30, 2025. By contracting with a skilled training consultant, we ensure staff are provided with the highest quality materials, opportunities for growth, and faster deployment of technology for better adoption rates and higher productivity.
Applied Office has been a key contributor to the growth of the Citywide Training Program and the expanding course list and curriculum over the last three fiscal years. During FY 2022-23 and FY 2023-24 (Table 1), Applied Office provided in-person and virtual training on 37 different application courses, hosting 120 sessions in total across all subjects, which reached over 1,050 staff throughout the two-year period.
Table 1: Previous Expenditures:
|
Expenditure Description |
FY 2022-23 |
FY 2023-24 |
Projected FY 2024-25 |
Estimated Total |
|
Computer Training Services |
$40,350 |
$35,812 |
$42,950 |
$119,112 |
The proposed contract includes expanded application courses, reporting and analysis services to be provided, such as class statistics, quarterly reporting, and workforce assessment, for better alignment of future course offerings. By utilizing a three-year contract with two (2) one-year optional renewals, the IT Department can continue to execute a long-term training program that provides continuity, builds on skills assessments, and ensures qualified and knowledgeable instructors for City staff.
Present Situation
On February 24, 2025, the City issued an RFP for computer training services under a three-year contract (PUR-25-024). The purpose was to identify and select a qualified training consultant to assist the City of Stockton in providing in-person and virtual computer training courses for City employees.
A Notice Inviting Proposals for the procurement of citywide computer training services was published in BidFlash (PUR 25-024) on February 24, 2025. The Notice Inviting Proposals was also emailed to one vendor from former engagements.
Six proposals were received on April 10, 2025. The proposals were evaluated for technical experience and employee engagement criteria prior to reviewing and evaluating the proposed fees and total cost.
The proposal (Attachment A) from Applied Office for a three-year contract for citywide computer training services met the published specifications and received the highest ranking. Applied Office was the most qualified based on the criteria for evaluation and the RFP selection process. It is recommended that Council approve a motion authorizing the procurement and contract for services from Applied Office in the total estimated amount of $166,320 for three years with two (2) one-year optional extensions for an estimated $55,440 per year (Attachment C).
Findings
Stockton Municipal Code Section 3.68.070(A)(3) provides an exception to the competitive bidding process in cases where the City Council has approved findings that support and justify the exception. The proposed findings are as follows:
1. The City does not have sufficient staff to provide citywide training for core applications. By contracting with a qualified and skilled training consultant, we ensure staff are provided with quality materials, opportunities for growth, and faster deployment of technology for better adoption rates and higher productivity.
2. The RFP process is appropriate for this Professional Services Contract because it relies on evaluating professional qualifications and performance to select a vendor. Based on these criteria, the selected vendor was the most qualified.
3. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
The total purchase authority requested is $277,200. This includes a three-year contract with Applied Office for $166,320 (Ref. Table 2), plus two optional one-year extensions at $55,440 each, totaling $110,880. Budget is appropriated for Fiscal Year 2025-26 in the Technology Internal Service Fund 510.
Table 2: Three-Year Contract
|
Expenditure Description |
FY 2025-26 |
FY 2026-27 |
FY 2027-28 |
Estimated Total |
|
Computer Training Services |
$55,440 |
$55,440 |
$55,440 |
$166,320 |
Future costs will be included in the annual budget appropriation process. There is no impact to the General Fund.
Attachment A - Applied Office Proposal
Attachment B - Contract with Applied Office
Attachment C - Applied Office Fee Schedule