|
TO: |
Board of Trustees |
|
THROUGH: |
Jay Fox, Executive Director |
|
FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
|
PRESENTER(S): |
Tigran Melikyan, Director of Business Analysis |
|
|
|
TITLE:
title
Contract: Qualtrics Software Services (Carahsoft)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute the purchase order and associated disbursements with Carahsoft under a State of Utah cooperative contract for Qualtrics services for 3 years from 2024 - 2027 in the amount of $338,501.88. Execution of contract services beyond September 15, 2026 are contingent upon renewal of the vendor’s underlying state contract.
BACKGROUND:
Qualtrics experience management platforms help organizations understand and improve customer and employee satisfaction through gathering feedback and aiding analysis through quantitative and qualitative methods including sentiment analysis.
UTA currently gathers customer and employee feedback through multiple survey methods and tools with limited and manual qualitative analysis capabilities. Utilizing Qualtrics will create a standardized feedback and engagement system and allow for enhanced data collection, storage, and analysis.
DISCUSSION:
The agreement will procure the Qualtrics EmployeeXM package enabling centralized customer and employee feedback collection through the cloud-based survey creation and distribution platform. This will enable real time analysis with descriptive statistics, cross-tabulation, sentiment analysis, and qualitative analysis functionality for satisfaction, engagement, and pulse surveys. The current process of using multiple platforms and tools including individual spreadsheets creates inconsistent and disparate data storage practices with the risk of data loss. A centralized Enterprise solution will enable UTA to store and access survey data in a single location enhancing availability, security, and data quality while allowing for trend analysis over time.
Because the underlying State Contract expires on 9/15/2026, the contractor is not authorized to proceed beyond that date without an Authorization to Proceed from UTA which shall be provided once the state contract is extended, renewed or replaced. State Contract expiration date will be tracked and status will be verified prior to expiration of 9/15/2026.
CONTRACT SUMMARY:
|
Contractor Name: |
Carahsoft |
|
Contract Number: |
PO# 20038028, #AR2472 |
|
Base Contract Effective Dates: |
3/1/2017-9/15/2026 (state contract effective date), Period of Performance for this purchase is 11/2024-11/2027 |
|
Extended Contract Dates: |
NA |
|
Existing Contract Value: |
NA |
|
Amendment Amount: |
NA |
|
New/Total Contract Value: |
$338,501.88 |
|
Procurement Method: |
Utah State Contract AR2472 |
|
Budget Authority: |
Approved 2024 Operating Budget |
|
|
|
ALTERNATIVES:
Do not proceed with procurement and continue use of more limited and varied feedback and analysis tools.
FISCAL IMPACT:
The expected total 3-year spend is $338,501.88. The approved 2024 -2025 budget includes $107,250.30 for the Qualtrics EmployeeXM package. Projected funding requests for 2025 -2026 and 2026 - 2027 will be $104,452.63 and $126,798.95, respectively. All funds will come from the Contract Services operating expense line item in the Department of Information Technology yearly budget. Licenses are based on a 1-year term (12 months) and start date will be indicated when order is placed.
2024 -2025 Budgeted Total: $107,250.30 (5200.50353.92)
2025 - 2026 Request: $104,452.63
2026 - 2027 Request$ $126,798.95
Expected 3-year Qualtrics EmployeeXM package spend: $338,501.88
ATTACHMENTS:
1) Purchase Order
2) https://statecontracts.utah.gov/Contract/Details/AR2472-ITTechnology%7C532317bac074-4a9b-97e6-23d956c205f4