Report Prepared by: Janet German, Management Analyst, Fire Department
Title
SUBJECT: Approval of Three One-Year Renewal Extensions with TargetSolutions Learning, LLC dba Vector Solutions for a Cloud-Based Training and Operations Management Software System in the Amount of $50,907.00 Plus a Ten (10%) Contingency for a Total Amount of 55,998.00
REPORT IN BRIEF
Considers approving to waive the competitive bidding requirement pursuant to Merced Municipal Code section 3.04.210 and approving three one-year renewal extensions with TargetSolutions Learning, LLC dba Vector Solutions for a cloud-based training and operations management software system in the amount of $50,907.00 plus a ten (10%) contingency for a total amount of $55,998.00.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving to waive the competitive bidding requirements as stated in Section 3.04.210 of the Merced Municipal Code pursuant to annual service or supply agreement and purchases necessary for standardization on particular types of equipment; and,
B. Approving three one-year annual renewal subscriptions with TargetSolutions Learning, LLC dba Vector Solutions (Vector) for $50,907.00 plus a ten (10%) contingency for a total amount of $55,998.00; and,
C. Authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve as recommended by staff; or
2. Refer back to staff with direction; or
3. Deny
AUTHORITY
Article II and III of Title 3, Chapter 3.04, of the Merced Municipal Code relating to purchases of equipment and services (Section 3.04.080 and 3.04.120) and waiving of the competitive bidding requirements (Section 3.04.210).
CITY COUNCIL PRIORITIES
As provided for in the 2025-26 Adopted Budget.
DISCUSSION
Vector Solutions is a cloud-based training and compliance management platform that provides the Fire Department with access to industry-specific online courses, performance tracking, certification management and workforce management software.
More specifically, the Fire Department uses the following Vector’s software modules collectively to support operational readiness, improve efficiencies, and help the department remain in compliance with regulatory and certification requirements:
v Vector Scheduling
Cloud-based workforce management solution tailored to the complexities of fire service scheduling. It provides a centralized, cloud-based scheduling system that enables us to efficiently management shifts, overtime, and personnel assignments allowing for real-time updates, automated notifications, ensuring adequate staffing coverage and reducing administrative overload. It simplifies employee scheduling and overtime hiring by applying rules to ensure each of our three (3) shifts are adequately staffed with qualified personnel. Additionally, the software automates callbacks, speeding up filling open shifts and unplanned vacancies while reducing administrative workload.
v Vector LMS (Learning Management System)
Cloud-based comprehensive virtual platform to assign, deliver, and tracking firefighter training. Vector Solutions offers a robust course catalog system for fire and Emergency Medical Services (EMS) training (among other disciplines in need of continuing education) that can be utilized to meet all federal, state, and local public safety training mandates. Its inventory is comprised of more than 450 hours of fire department training, as well as 250 of accredited EMS training. Training personnel or any officer or member so authorized) can post training and information materials online for personnel to reference. The training schedule is posted prominently on Vector Solutions and accessible to all personnel. Vector Solutions also provides the platform for managing all training records and reports. The use of this software helps to ensure that there is a reliable and accurate database for tracking and retrieval of all department-level training and for recording and tracking the status of certifications for all personnel.
v Vector Evaluations+
Cloud-based personnel evaluation tool which allows our personnel to record, assess, and track live skill demonstrations and job performance evaluations. Our Captains and Battalion Chiefs record firefighter’s performances by capturing in-app videos, digitally evaluations, and review firefighter’s past evaluations. Since we are able to conduct and document performance evaluations and skills assessments digitally it streamlines the evaluation process by creating standardized assessment records, and the software also links evaluations directly to training activities, thereby ensuring that performance standards are met and supports ongoing professional development.
History
The Fire Department currently utilizes Vector Solutions’ cloud-based integrated suite (Vector Scheduling (Implementation Year 2020), Vector Learning Management System (LMS) (Implementation Year 2009), and Vector Evaluations+ (Implementation Year 2024)) of online tools to improve operational efficiency, maintain compliance with state and national standards, and streamline administrative processes.
In 2009 the Fire Department began trialing the no cost cloud-based training software (TargetSafety) made available to us through the City of Merced (Personnel Department) and the California State Association of Counties Excess Insurance Authority (CSAC).
After testing the software, we saw the benefits to the training and risk management aspects it provided, therefore, we purchased a subscription to their training software module. This software provided us with a turnkey, fully hosted online learning management system that included content and organizational management, coursework and quizzes, an online library of materials based on regulatory standards and practices, and the ability to integrate it with our custom content. It included features not found with other products, such as: a records management system that maintains secure records; training reports; training needs analysis; certification and career tracking; integration with our existing system; reports for Emergency Management Systems and Hazardous Material accreditation; and a reporting feature allowing us to easily build custom reports without special training or query language. Instructor-led classes required for Merced Fire Department licensure could be uploaded to Vector and be available for 24/7 online access by employees being re-certified.
Subsequently, the Personnel Department obtained a no cost subscription through CSAC in 2010; the Public Works Department became a paid subscriber to the software in 2010; and the Police Department became a paid subscriber in 2011.
In 2013, Vector Solutions acquired TargetSolutions.
In 2019, Vector Solutions acquired CrewSense, now known as Vector Scheduling.
In 2020, the Fire Department entered into a subscription agreement for the CrewSense/Vector Scheduling module.
In 2024, the fire department entered into a subscription agreement for the Vector Solutions Evaluations+ module.
Currently, the Human Resources Department, Police Department, and Public Works Department utilize Vector’s training software offered at no cost through CSAC-Prism. The Fire Department uses additional modules beyond the basic training software, therefore an additional cost is being borne by the department.
In summary, the Fire Department has completed its review of other cloud-based training programs and found that Vector Solutions continues to offer the most comprehensive and flexible solution which best meets the needs of the Fire Department.
As the Human Resource’s Department also uses the Vector Solutions city-wide for training, the fire department’s trainings simultaneously seamlessly integrates with the software, which supports our recommendation to continue using this software to provide continuity of services with the least amount of disruption.
Justification for Waiving of Competitive Bidding Process and Standardization
The Fire Department, Police Department, Public Works Department and Human Resources currently use Vector Solutions to meet their training needs and therefore we recommend waiving of the competitive process based upon standardization.
IMPACT ON CITY RESOURCES
The subscription will cost $16,969 annually, $50,907 over the three-year period, plus 10% contingency equals $55,998. Funding is available in the FY 25/26 adopted budget. Future years funding for this agreement will be budgeted with the annual budget process and contingent upon City Council budget approval.
ATTACHMENTS
1. Subscription Agreement